AT&T Connect Participant Application User Guide Integrated Edition Version 9.0 January 2011

Transcription

1 AT&T Connect Participant Application User Guide Integrated Edition Version 9.0 January AT&T Intellectual Property. All rights reserved. AT&T, the AT&T logo and all other AT&T marks contained herein are trademarks of AT&T Intellectual Property and/or AT&T affiliated companies. All other marks contained herein are the property of their respective owners.

2 About this User Guide This User Guide describes the features available to users working with the AT&T Connect Participant Application. Note: In this User Guide, the terms event, meeting imeeting and conference are used interchangeably. AT&T Connect Participant Application User Guide 1

3 Table of Contents ABOUT THIS USER GUIDE... 1 INTRODUCING THE PARTICIPANT APPLICATION... 5 HOST, PRESENTER AND PARTICIPANT ROLES IN A MEETING... 5 ROLES IN AT&T CONNECT AND AT&T TELECONFERENCE SERVICE... 6 INSTALLING THE PARTICIPANT APPLICATION... 7 SYSTEM REQUIREMENTS... 7 PARTICIPANT INSTALLATION FROM THE WEB... 7 INSTALLATION FROM A CD... 7 GETTING STARTED... 9 INTRODUCING THE PARTICIPANT WINDOW... 9 JOINING A MEETING JOINING MEETINGS VIA YOUR COMPUTER DEFINING A PREFERRED AUDIO DEVICE USING THE CALL ME FEATURE LEAVING THE CONFERENCE RECONNECTING TO THE CONFERENCE DISCONNECTING AND RECONNECTING (AUDIO VIA PHONE PARTICIPANTS) INVITING OTHERS TO JOIN A MEETING WORKING WITH PARTICIPANT TOOLS COMMUNICATING DURING THE MEETING ADJUSTING MICROPHONE AND SPEAKER/HEADSET DURING A MEETING USING EMOTICONS USING NOTES STEPPING OUT OF A CONFERENCE USING THE WHITEBOARD WORKING WITH A SHARED APPLICATION RESPONDING TO PRESENTER S QUESTIONS, POLLS AND SURVEYS COMMUNICATING IN A MEETING OVERVIEW MEETING WINDOW PARTICIPANT ROLES SPEAKING MODES INSERTING FILES AT&T Connect Participant Application User Guide 2

4 APPLICATION SHARING IN A MEETING PARTICIPATING IN A VIDEO CONFERENCE FOR HOSTS AND PRESENTERS PARTICIPATING IN A CONFERENCE ENHANCED VIDEO OPTIONS WORKING WITH RECORDINGS RECORDING A CONFERENCE LOCALLY PLAYING BACK A LOCAL RECORDING PARTICIPANT WINDOW DURING PLAYBACK PLAYBACK CONTROLS CLOSING THE RECORDING REVIEWING THE RECORDING CONTENTS PLAYING BACK A SERVER-SIDE RECORDING FEATURES FOR HOSTS AND PRESENTERS MANAGING PARTICIPANTS IN THE HANDS RAISED LIST PLAYING ENTRY AND EXIT TONES STARTING WITHOUT HOST CONTINUING WITHOUT HOST MUTING AND UNMUTING ALL PARTICIPANTS MUTING AND LOCKING PARTICIPANTS INVITING BY PHONE AND DIALING OUT INITIATING QUESTIONS, POLLS AND SURVEYS PERFORMING A WEB TOUR USING A BILLING IDENTIFIER (OPTIONAL) USING A SECURITY CODE RECORDING A CONFERENCE ON THE SERVER ENDING A CONFERENCE ADVANCED PARTICIPANT OPTIONS OVERVIEW DEFINING THE USER INTERFACE LANGUAGE DEFINING CONNECTION PROTOCOL AND PROXY SETTINGS DEFINING SERVER SETTINGS DEFINING AUDIO/SOUND SETTINGS LOG SUBMISSION UTILITY (LSU) LSU ACTIVATION USING THE LSU APPENDIX A: GLOSSARY OF TERMS AT&T Connect Participant Application User Guide 3

5 APPENDIX B: ACCESSIBILITY INFORMATION KEYBOARD ACCESSIBILITY FOR PRESENTERS USING THE WHITEBOARD ASSISTIVE TECHNOLOGY TOOLS RECOMMENDED CONFIGURATION AND FEATURES APPENDIX C: KEYBOARD SHORTCUTS AT&T Connect Participant Application User Guide 4

6 1BIntroducing the Participant Application Chapter 1 AT&T Connect extends the voice conferencing capabilities of AT&T TeleConference Service (ATCS) with PC-based tools for visual presentation and interaction. The result is a full-featured virtual meeting space that lets you easily communicate using voice and data through the Internet. The AT&T Connect Participant Application is installed on your PC, and supports whiteboard, document sharing, and other visual features of the virtual meeting. AT&T TeleConference Service supports audio communication during the meeting. Some control functions you are familiar with from TeleConference Service are duplicated in the AT&T Connect interface. You can access them from your PC or telephone keypad. The meeting host can access some advanced functions only through the TeleConference Service keypad interface. The AT&T Connect Participant Application is fully accessible according to Section 508 of the US Rehabilitation Act. For more information, see UAppendix B: Accessibility InformationU and UAppendix C: Keyboard ShortcutsU. This User Guide describes the AT&T Connect Participant Application and tells how to use its functions. 2BHost, Presenter and Participant Roles in a Meeting All participants in a Web conference can speak freely, draw on the whiteboard, and upload files at any time. The presenter is a participant with additional rights: they can load files onto the whiteboard, switch the meeting into Broadcast mode, and initiate Application Sharing, Web Tours, polls and surveys, and other presentation functions. In addition, the presenter can lock the meeting invite additional participants, and expel participants from the meeting. AT&T Connect Participant Application User Guide 5

7 Typically, the first participant to join the meeting is assigned presentation rights. Presentation rights are often passed among participants as each one presents materials to the group. The host, the meeting s initiator, is often the presenter by default when the meeting begins. The host can take back presentation rights at any time in the meeting. Phone-only participants cannot receive presenting rights, although the host can implement most meeting control functions through the AT&T TeleConference account. Roles in AT&T Connect and AT&T TeleConference Service The roles and meeting controls used in the AT&T Connect Web conference interface largely parallel those of the AT&T TeleConference Service. They differ from AT&T TeleConference roles in these three ways: In AT&T TeleConferences, the host and participant roles are static; the host always controls the Web conference s audio streams. AT&T Connect lets control of the web-based functions of the meeting pass among participants. The AT&T TeleConference system includes a Specialist role. There is no parallel role in the AT&T Connect Web conference interface. In AT&T TeleConferences several participants can have presenter-like meeting controls. In AT&T Connect there is only one host, the meeting initiator. Secondary TeleConference hosts are listed in the Web conference as normal participants with no special abilities. AT&T TeleConferences do not have a presenter role. In AT&T Connect the presenter has many capabilities for controlling a conference. AT&T Connect Participant Application User Guide 6

8 3BInstalling the Participant Application This chapter describes how to install the Participant Application. 17BSystem Requirements Chapter 2 Participants and host/presenters should ensure that their computers meet the basic minimal requirements before they install the Participant Application. For information on the system requirements, please see AT&T Connect System Requirements for End Users. 18BParticipant Installation from the Web You may receive an invitation to an AT&T Connect meeting before you have installed the Participant Application. When you click the links in the invitation, AT&T Connect prompts you to install the Participant Application. During installation, you may receive security prompts from Microsoft Internet Explorer accept these prompts to download and run the Participant installer. This automated meeting entry depends on your organization s IT policy, and may not be available in your organization. 19BInstallation from a CD The Participant Application is also available on CD. Simply insert the AT&T Connect CD and the user interface automatically comes up. Choose Install Applications/Participant Application. To install from a CD: 1 Close other Windows applications on the machine. 2 Double-click the ATT_Connect_Participant.msi file of the installation package. Accept the software license terms to begin installation. A progress bar tracks the installation process. AT&T Connect Participant Application User Guide 7

9 3 When installation is complete, click Finish to exit the setup. The Participant Application is now ready for use. AT&T Connect Participant Application User Guide 8

10 Chapter 3 4BGetting Started This chapter describes how to start working with the Participant Application. 20BIntroducing the Participant Window The Participant Application window is automatically displayed upon connecting to an AT&T Connect meeting. Participants, presenters and hosts work with the features of the Participant Application during online meetings. Some features are allowed only for hosts and presenters. Figure 1 Participant Window AT&T Connect Participant Application User Guide 9

11 Accessing the Getting Started Page Upon accessing a meeting, the Participant Application window opens with a Getting Started page displayed on the whiteboard. The Getting Started page provides tips and tricks for using the participant according to the meeting type. Note: You will not see the Getting Started page on joining the meeting if any participant has already activated the whiteboard (such as using the drawing tools). Figure 2 Getting Started Page You can access the Getting Started page any time by selecting Help>Getting Started in the menu bar (not applicable to offline meetings). This opens a new browser window with the Getting Started page. AT&T Connect Participant Application User Guide 10

12 Participant Window Components The Participant window includes the following components: Title bar: Indicates the meeting name (for both live and recorded meetings), and the Meeting Room ID. Whiteboard: Lets participants view the contents of materials loaded by the presenter during a meeting, including Word, PowerPoint and Web sites. The split bar enables resizing the whiteboard as required. Alternatively, the Whiteboard button expands the whiteboard by removing the Participants list and the title and menu bars of the application window. For more information, see Using the Whiteboard. Participants list: Displays the list of participants in the meeting (including 3each participant s live status). Participants can communicate with other participants during most meetings and view who is speaking. Toolbar: Provides quick access to the following Participant Application features: Request permission to speak (you can also express your emotions with alternative emoticons, as described in Using Emoticons. Send notes Temporarily step out of the meeting Change the whiteboard mode (for example, enlarge) For more information, see Toolbar Buttons. Notes tab: Displays the notes passed to you by others. You can also send notes. For more information, see Using Notes. Materials pane: Includes four tabs (Materials, App Sharing, Web and Polls), via which you can work with Event Materials, start and end Application Sharing and Web Tours, and initiate Yes/No and OK polls. For more information, see Communicating during the Meeting. Status panel: Provides an ongoing display of the current status of the meeting audio and connection. For more information, see Status Messages in the Status Panel. Note: You can open a full status report by clicking Event Status from the Event menu. Sound settings: These settings can be adjusted as required (only when audio is via your computer). Event Materials Status indicator: Displays the status of Event Materials with one of the following values: Downloading Preparing AT&T Connect Participant Application User Guide 11

13 Ready to Use Error Getting Started Page: Displays general information about the meeting to the participant. For more information, see Accessing the Getting Started Page. Understanding Icons and Status Messages This section describes the Participant Application icons and status messages. 145BToolbar Buttons A convenient set of buttons enables you to initiate most operations directly from the Participant Application toolbar. Table 1 Toolbar Buttons Button Description Indicates to your presenter that you want to ask a question or make a comment. Note: This icon is the default emoticon and will change according to the emoticon selected. See Using EmoticonsU for a description of all available emoticons. Sends a note to other meeting attendees, either to ask a question or make a comment. Enables you to inform the presenter that you are temporarily stepping out of the meeting. This button toggles to Step In which you click when you wish to re-enter the conference. Enables you to view the whiteboard in full-screen mode, with or without the toolbar. Also enables you to view the actual size of a shared application or to fit the shared application to the whiteboard. Displays the Choose Audio Device window, from which you can select the audio device you want to use during the meeting. See UJoining Meetings via your ComputerU for further information. AT&T Connect Participant Application User Guide 12

14 Button Description Mutes your microphone. This button toggles to Unmute which you click when you wish to start speaking again. During meetings, if video is allowed, enables users with a webcam to start transmitting their video at any time. If all the video windows are busy by other users, a relevant message is prompted to the user. See Participating in a Video Conference for more information. Participants List Icons The icons in the Participants list give you information about the conference participants. The icons are displayed in columns, which include the participant s status, audio status, video status, application sharing status, and response to polls. Status Icons Figure 3 Participant List Columns The following tables describe the icons in the various columns. Status icons indicate how the participant is connected to the conference. These icons can also be emoticons that the participant has chosen to emphasize a certain feeling or state. AT&T Connect Participant Application User Guide 13

15 Table 2 Status Icons Icon Description The participant is connected to the conference with his/her computer. The participant is using a phone to listen and speak in the conference while using his/her computer to view content on the whiteboard. The participant is connected with a phone only and will not be able to see any of the contents displayed on the whiteboard. The participant is using the Web Participant Application. The participant is using the Web Participant Application and a phone. The participant is using a mobile application. The participant is connected and is requesting to speak. The participant is happy. The participant is unhappy. The participant agrees. The participant disagrees. The participant understands. The participant is confused. The participant requests to go faster. The participant requests to go slower. The participant is applauding. The participant cannot hear. AT&T Connect Participant Application User Guide 14

16 Note: When you or another participant steps out of the conference, the icon is colored grey. Audio Icons Note: When you, or another participant, use emoticons, your icon in the Participants list will be replaced by the selected emoticon. For more information on emoticons, see Using Emoticons. Audio icons show when a participant is speaking or if their audio is not available. Table 3 Audio Icons Icon <No icon in the audio column> Audio is available. Description Audio is not available. The participant is speaking. Video Icons Video icons show whether or not a participant s video is on or off. Table 4 Video Icons Icon Video is on. Description Video is off. <No icon in the video column > There is no webcam. Icons Displayed to the Presenter Polling Icons In addition to the icons that are displayed for participants, hosts and presenters can see icons for polling results, application sharing and the mute status of a participant. A letter or number displayed to the left and above the participant icon indicates participants answers to the presenter s latest questions or polling requests (a blank space means no response has yet been received). Each new question that the presenter sends blanks out this space. AT&T Connect Participant Application User Guide 15

17 Table 5 Polling Icons Icon The poll response is Yes. Meaning The poll response is No. The poll response is OK. The participant abstained from the poll. <answer number> The Poll answer is <answer number> Sharing Icons For more information, see Initiating Questions, Polls and Surveys. A graphic symbol displayed near the participant icon indicates the status of the last item the presenter loaded onto the whiteboard. This space will be blank after the Participant Application successfully loads the item. These icons are described in the table below. Table 6 Shared Application Status Icon Meaning The downloading of materials in progress. The materials downloaded successfully. The downloading of materials failed. The participant has remote control. Mute Icons For more information, see Working with a Shared Application. Only the Host and Presenter can see if a participant is muted or muted and locked. Table 7 Mute Status of Participant Icon The participant is muted. Meaning The participant is muted and locked. For more information, see Muting and Locking Participants. AT&T Connect Participant Application User Guide 16

18 Clearing Icons You can also clear emoticons, poll responses, load indicators and highlighting on participants (found after searching) from the display. To clear: 1 From the View menu, click Clear. or Click the Participants button to open the Clear menu. 2 Do one of the following: Select All to remove all emoticons, responses, load indicators and highlighting from all participants. Select Emoticons to remove emoticons from all participants. Select Responses to remove responses from all participants. Select Load Indicators to remove load indicators from all participants. Status Messages in the Status Panel The Status Panel is located to the right of the tools in the toolbar. Figure 4 Status Panel It provides messages that describe the status of your connection, conversations and recordings. Table 8 Status Panel Messages Message Multiple Speakers Meeting in Progress You Are Speaking Playing Recorded Event Stepped Out Description More than one user is speaking. Indicates that the meeting in progress. This message is displayed during the meeting if nobody is speaking. Indicates who the speaker is (you or the other participants).the name of the speaker with On the Air is displayed. The participant is playing back a recorded session. The participant has temporarily stepped out of the meeting. AT&T Connect Participant Application User Guide 17

19 Note: When connecting to a meeting, no status message is displayed and Connecting to Event is flashed in the Status Panel. When disconnected, no status message is displayed: the disconnected mode is indicated by darkening the Status Panel and displaying Connection: None. Viewing the Participant Application The Participant Application window consists of a single full screen window that is divided into resizable sections. Upon launching, the window appears in its maximized mode it takes all of the available screen resolution, regardless of the resolution settings (for example, 800x600 or 1024x768). The whiteboard occupies 2/3 of the window width by default, though you can resize this using the split bar. You can also display the whiteboard in full-screen mode, with or without the toolbar, as described below. To expand the Whiteboard to full screen-mode without the toolbar: 1 Click the Whiteboard button in the Participant window toolbar >Full-Screen without Toolbar. or From the View menu, click Enlarge Whiteboard>Without Toolbar. Figure 5 Options for Viewing the Whiteboard The whiteboard is enlarged and the Participants list, title bar, toolbar, and menu bar are removed. 2 To return the Participants window to its default mode, click Exit Full-Screen (the lower right corner) or press the Esc button on your keyboard. AT&T Connect Participant Application User Guide 18

20 To expand the Whiteboard to full screen mode with the toolbar displayed: 1 In the Participant window toolbar, click the Whiteboard button or >Full-Screen with Toolbar. From the View menu, click Enlarge Whiteboard>With Toolbar. The whiteboard is enlarged and the Participants list, title bar and menu bar are removed. 2 Press the Esc button on your keyboard or select Exit Full-Screen from the Whiteboard menu to return the Participant window to its default mode with the Participants list displayed. Figure 6 Exit the Full-Screen View AT&T Connect Participant Application User Guide 19

21 5BJoining a Meeting Chapter 4 You can connect to a meeting with the Participant Application on your computer, with or without your telephone (if you are joining the meeting as a participant you can also connect with only your telephone). You actually access the meeting via an invitation or from the Microsoft Outlook Add-in or Lotus Notes (if installed). 21BJoining Meetings via your Computer Any participant or host with the relevant access information can join a meeting. This access information whether through an invitation or an Outlook Calendar entry enables the participant>host to enter the meeting via their computer. To share content you must be connected with the Participant Application (with or without a telephone). Otherwise, you will not be able to perform standard host actions, such as loading Event Materials, sending polls, and so on. AT&T Connect recommend you connect to the meeting with the Participant Application and then select your audio device. This section is for users who initially connect with the Participant Application: to listen and speak in the meeting they can choose their microphone and speakers or connect with their telephones (as long as the meeting is defined to allow the use of telephones or headsets). To join a meeting via your computer: 1 At the scheduled time, click the meeting link in the relevant . Tip: To view the meeting s start time according to your region, click the relevant link in the invitation. or At the scheduled time, in the relevant Outlook Calendar section, double-click the appointment and in the displayed Appointment window click the entry link. The Participant Application is automatically opened. Upon connecting to the meeting, the Choose Audio Device window is displayed. AT&T Connect Participant Application User Guide 20

22 Figure 7 Choose Audio Device Window Note: The Choose Audio Device window is displayed automatically the first time you enter a meeting and>or if no preferred audio device was selected during previous meetings, as described in Defining a Preferred Audio Device. If a meeting does not allow the use of microphone and speakers, the Choose Audio Device window is not displayed: you enter meetings without being prompted to select an audio device. Note: The Use Call Me option is displayed only if allowed. 2 Click the headset icon if you want to continue in the meeting using the microphone and speakers or headset attached to your computer. You can now proceed in the meeting. or Click the telephone icon if you want to use your telephone to speak and listen during the meeting (and continue viewing content on the whiteboard). This mode is known as Audio-via-phone. AT&T Connect Participant Application User Guide 21

23 Tip: If you want the option you selected to be the preferred audio device for future meetings, you must select the Remember my choice, don t ask next time checkbox. You can select an alternative audio device at any time during the meeting, as described in Changing your Audio Device during the Meeting, or you can change the preferred default audio device for future meetings, as described in Defining a Preferred Audio Device. You can also click the icon with the telephoned crossed out with a red X if you do not want to use AT&T Connect audio on your computer. For example, you may be using a conference room telephone. 3 In the Telephone Connection Instructions page, dial the relevant number shown (according to your location). Figure 8 Dial-in Instructions Page If allowed, you can also select the Call Me option. For more information, see Using the Call Me Feature. 4 When prompted, use your telephone keypad to enter the relevant meeting access code. Follow the instructions accordingly. AT&T Connect Participant Application User Guide 22

24 5 You then join the meeting. From this point on, your audio>voice is distributed via your phone, though you will still be able to see content displayed on the whiteboard, as long as your computer remains connected to the meeting. Note: For information about using your telephone in the meeting, see Using your Telephone in the Meeting. If you have been using your microphone and speakers or headset for the meeting audio and want to start using your telephone during the meeting (or vice versa), you can change the audio device via a number of ways (see Changing your Audio Device during the Meeting). Main Scenarios Scenario 1 Scenario 2 The following scenarios illustrate the main methods of joining an Audio Conferencing meeting: Scenario 1: You are at the office and want to join the meeting using the Participant Application but speak and listen in the meeting using your telephone (known as an Audio-via-phone participant). This scenario is described in detail Joining Meetings via your Computer. Scenario 2: You are out of the office and have no access to a computer, but you want to be able to speak and listen in the meeting with your telephone (known as a Phone-only participant). Scenario 3: You are on your way to the office. You don t have access to a computer right now but want to connect to the meeting with your telephone and then join the meeting through your computer when you get to the office (whether as a PC-only or Audio-via-phone participant). Joining the meeting with the Participant Application, while listening and speaking via your telephone (an Audio-via-phone participant): For more information, see Joining Meetings via your Computer. Joining the meeting with your telephone (a Phone-only participant): 1 Call the relevant phone number to enter the AT&T Connect system. 2 Enter an access code. 3 Follow the instructions accordingly (assuming you have access to the invitation or a printout of the relevant numbers). 4 You then join the meeting. From this point on, your audio>voice is distributed via your phone, but you will not be able to see content displayed on the whiteboard. AT&T Connect Participant Application User Guide 23

25 Scenario 3 Note: For information about using your telephone in the meeting, see Using your Telephone in the Meeting. Joining the meeting initially with the telephone only and then joining with the Participant Application (whether as a PC-only or Audio-via-phone Participant): 1 Connect to the meeting using your phone in exactly the same way as described in Scenario 2. 2 Upon arrival at your office (or if you simply want to start using your computer during the meeting), and while still connected to the meeting with your telephone, connect to the meeting as you normally would using the Participant Application (see Joining Meetings via your Computer). The system will display the dial-in instructions or Choose audio device dialog. Read the instructions under If you are already connected by Phone in the Telephone Connection Instructions window. 3 After connecting with the Participant Application, you can choose to continue with the meeting as an Audio-via-phone participant (using both the Participant Application and your telephone) or as a PC-only participant (by disconnecting your telephone from the meeting and changing your audio device). Note: For information about using your telephone in the meeting, see Using your Telephone in the Meeting. Using your Telephone in the Meeting You can communicate in the conference using various key characters on your phone keypad. Figure 9 Phone Keypad The keys and their descriptions are displayed in the table below. AT&T Connect Participant Application User Guide 24

26 Table 9 Keys for Use in a Conference Keys Description Who Can Use It *# Get list of conference call commands Host/Participant # Exit list of conference call commands Host/Participant *0 Request specialist assistance (toggle on/off) Host/Participant *1 Dial out to add a participant Host *2 Begin/End recording conference Host *3 Change conference Entry/Exit announcement: +2: Adds Entry/Exit tones +3: Silences Entry/Exit tones Host *4 Lock/Unlock conference (toggle on/off) Host *5 Count number of participants All *6 Mute/Un-mute line (toggle on/off) All *8 Continue current conference without host Host *71 Turn Broadcast mode on or off (toggle on/off) Host *74 Change host password (for current and future conferences) *75 Change Entry/Exit options (future conferences): +2: Adds Entry/Exit tones *76 Change starting conference without host (future conferences) *77 Change continuing conference without host (future conferences) Host Host Host Host *78 Mute all Host *70 Unmute all Host AT&T Connect Participant Application User Guide 25

27 Note: If you are a Phone only participant, the following limitations apply: You cannot receive presenting rights during a meeting. You cannot receive notes. You cannot receive remote control over a shared application. You cannot view the whiteboard. You cannot participate in tests or polls. Changing your Audio Device during the Meeting You can change the audio device (microphone and speakers/headset OR telephone) you are currently using at any time. This is relevant to the following scenarios: You have been using your microphone and speakers or headset for the meeting audio and want to start using your telephone. You have been using your telephone for the meeting audio and want to start using your microphones and speakers/headset. You have been using your microphone and speakers or headset in the meeting and the AT&T Connect Switch-to-Phone feature has detected that your audio quality has deteriorated markedly and displayed a message accordingly. By switching to your telephone, your audio quality may be enhanced. Note: Depending on the meeting s audio configuration, and/or your preferred audio device setting, the audio device may be automatically determined (and therefore cannot be changed) when you connect to the meeting. The following procedures describe how to change your audio device: To change your audio device (from microphone and speakers/headset to telephone): 1 From the Audio/Video menu in the Participant Application, select Choose Audio Device or From the toolbar, click the Audio button. The Choose Audio Device window is displayed. AT&T Connect Participant Application User Guide 26

28 Figure 10 Choose Audio Device Window 2 Click the telephone icon if you want to use your telephone to speak and listen during the meeting, or select Call Me (if available). Tip: If you want this to be the default for all future meetings, select the Remember my choice, don t ask next time checkbox. 3 Using the displayed dial-in instructions page, dial-in to the meeting with the relevant number (according to your location). 4 Enter the relevant meeting access code (and host password, if required follow the instructions accordingly). From this point on, your audio/voice is distributed via your phone, though you will still be able to see content displayed on the whiteboard. To change your audio device (from telephone to microphone and speakers/headset): 1 From the Audio/Video menu in the Participant Application, select Choose Audio Device. AT&T Connect Participant Application User Guide 27

29 or From the toolbar, click the Audio button. The Choose Audio Device window is displayed. 2 Click if you want to continue in the meeting using the microphone and speakers or headset attached to your computer. Tip: If you want this to be the default for all future meetings, select the Remember my choice, don t ask next time checkbox. A message is displayed, informing you that you must first hang up your telephone before choosing another audio device. 3 Hang up your phone. The Audio via Telephone indicator located below the Status Panel is removed and you can now listen and speak in the meeting using your microphone and speakers/headset. Tip: You can also simply hang up your telephone, click Continue in the displayed alert message informing you that your telephone was disconnected from the meeting, and then select microphone and speakers or headset in the Choose Audio Device window. Note: If the Remember my choice, don t ask next time checkbox is not selected, your selection during either of the above procedures will not override any previously defined preference setting. For example, if you previously selected the telephone as your preferred audio device, but then during the current session selected microphone and speakers/headset without selecting the Remember my choice, don t ask next time checkbox, your audio device will be set to microphone and speakers/headset only for this session. The next time you enter a meeting, your preferred audio device will still be assumed to be the telephone. Thus, preference settings are persistent unless explicitly changed by selecting the checkbox when selecting a new device or by changing the setting in the Application Options/Audio tab. Defining a Preferred Audio Device You can determine which type of audio device (microphone and speakers/headset OR telephone) you wish to regularly use in future telephony-enabled meetings. AT&T Connect Participant Application User Guide 28

30 Note that this preference setting is only used during the initial entry process to a meeting and can be changed at any time. If, however, you change this setting during a meeting, it will only take effect when connecting to a future meeting. For more information, see Changing your Audio Device during the Meeting. To define a preferred audio device: 1 From the main menu, select Event>Application Options and choose the Audio tab. Figure 11 Preferred Audio Device 2 In the Preferred Audio Device section, select from one of these options: Microphone and speakers, or headset, attached to my computer: Ensures that you only listen and speak during meetings with your microphone and speakers/headset. AT&T Connect Participant Application User Guide 29

31 Telephone: Ensures that you only listen and speak during meetings with your telephone. No preference ask me each time I enter an Event: This is the default setting and ensures that the Choose Audio Device window is displayed each time you connect to a meeting. 3 Click OK. Note: Your actual audio device will often depend on the meeting s audio configuration. For example, if you selected Microphone and speakers as your preferred choice, but the meeting requires everyone to use a telephone, your preference will be ignored when entering the meeting. Using the Call Me Feature You can have the AT&T Connect call you to establish an audio stream for the meeting. Note: Call Me may not be enabled in all systems. Check with your system administrator. To use Call Me to start your audio stream: Do one of the following: Click the Call Me button in the Choose Audio Device window. In the Participants list, right-click your name and choose Call Me. In the Participants menu, select Audio/Video>Call Me. Figure 12 Call Me Dialog Box Enter the phone number to dial, and click OK. AT&T TeleConference Service calls the number and prompts you to join the meeting. Your audio is automatically linked to the selected participant. Note: The Call Me feature may not be enabled outside North America. AT&T Connect Participant Application User Guide 30

32 Leaving the Conference You can leave a live conference as required. To leave a conference: From the Event menu, select Exit. You are first disconnected from the meeting and then the application is closed or Click the Close icon in the top right corner of the Participant Application. Note: As an Audio-via-Phone participant, disconnecting your computer from the meeting does NOT disconnect the telephone. However, in the displayed message upon disconnecting your computer, select to hang up your telephone if you want to disconnect your telephone from the meeting (this action disconnects your telephone from the meeting server, regardless of whether or not you actually put your handset down). or If you are a Phone-only participant (you are connected to the meeting with your telephone and NOT the Participant Application), hang up your telephone. Reconnecting to the Conference If for some reason you need to manually disconnect from the meeting, you can reconnect as required (or simply dial in using the dial-in instructions). To reconnect to the conference: 1 From the Event menu in the Participant Application window, select Reconnect. 2 Select one of the following options from the displayed sub-menu (these options are only available if you did not close the application): Same Server as Before: Automatically reconnects you to the meeting using the server with which you last connected. Automatically Select Best Server Available: Automatically selects the best server that is closest to you. Manually Select Server : Displays the Manual Server Selection window. To select a server on the list, double-click it - or select it and click OK. AT&T Connect Participant Application User Guide 31

33 Figure 13 Manual Server Selection Window Disconnecting and Reconnecting (Audio via Phone Participants) This section is relevant to Audio-via-phone participants who are using both their telephone and the Participant Application. It describes how to disconnect from, and reconnect to, a conference. Disconnecting/Reconnecting your Telephone If you disconnect your phone during the meeting (or you get disconnected for some reason), and you are still connected via the Participant Application, a message is displayed. Click OK and then select the device with which to continue in the meeting (in the Choose Audio Device window). To reconnect with your phone, follow the steps detailed (Steps 3 to 6) in the Joining Meetings via your Computer section. Note: If you were speaking when your phone was disconnected, the Mute button becomes disabled. AT&T Connect Participant Application User Guide 32

34 Disconnecting/Reconnecting your Computer (Participant Application) If you disconnect the Participant Application (or for some reason your computer gets disconnected from the meeting), and your phone is still connected, a message is displayed. If you want to/are able to connect again with your computer/participant Application, try to reconnect to the meeting as described in Joining Meetings via your Computer. Alternatively, use the keypad characters on your phone (as described in Using your Telephone in the Meeting) to communicate in the meeting with your phone only. Note: If you were a presenter and are now continuing as a Phone-only participant, the Presenting Rights are automatically assigned to the next participant, as long as they are connected with a computer. As an Audio-via-Phone participant, disconnecting your computer from the meeting displays a message that asks whether or not you want to disconnect the telephone. Inviting Others to Join a Meeting During a conference, you can invite others to participate in the conference. The invitation is sent by . To invite new Participants: 1 Select Invite Others by from the Event menu. Figure 14 Invite Others by This opens an invitation to the conference with instruction on how to connect. AT&T Connect Participant Application User Guide 33

35 2 Type the name(s) of the person(s) you want to invite in the To box, click Send 3 If you are the host/presenter, you can invite other participants by phone. Select Invite Others by Phone from the Event menu to open a dialog box for entering the details of the persons you want to invite. Figure 15 Invite Others by Phone Note: This item is displayed only if your company allows this feature. AT&T Connect Participant Application User Guide 34

36 6BWorking with Participant Tools Chapter 5 This chapter describes the main tools available to both the participant and presenter. 28BCommunicating during the Meeting This section describes how users can communicate with other meeting attendees (whether as a host or as participants). The host uses both the whiteboard and verbal conversation as the two main tools for communicating with participants during a meeting. During live meetings, every whiteboard operation is immediately displayed on the participants computers. 29BAdjusting Microphone and Speaker/Headset during a Meeting During any meeting, you can adjust the microphone and speaker/headset settings by moving the slide bars up and down as required. The settings you define are actually the settings of your Windows audio mixer (usually accessed from the speaker icon in the Windows System tray). These settings remain the same for any other subsequent meetings. The microphone settings are adjusted dynamically during the meeting. Tip: During a live meeting, a volume level to the right of the Status Panel indicates the loudness level of your microphone. Note: If you are currently using your telephone for your meeting audio, Audio via Telephone is displayed instead of the volume controls; you cannot modify the microphone and speaker/headset sound levels. To adjust your speaker and/or headphones settings: 1 Directly below the Status Panel, click the button to the right of the speaker icon to open the slider. AT&T Connect Participant Application User Guide 35

37 Figure 16 Adjusting Speaker and Headphones Settings or From the Audio/Video menu, select Adjust Speaker Volume to open the slider. Figure 17 Adjust Speaker Volume 2 Adjust the slider to the desired volume. Adjusting the slider simultaneously adjusts the volume-level percentage displayed on the volume-adjust button. AT&T Connect Participant Application User Guide 36

38 To adjust your microphone settings: 1 Directly below the Status Panel, click the button to the right of the microphone icon or to open the slider. From the Audio/Video menu, select Adjust Microphone Volume to open the slider. 2 Adjust the slider to the desired volume. Adjusting the slider simultaneously adjusts the volume-level percentage displayed on the volume-adjust button. Automatic Gain Control: The Participant Application automatically monitors your audio signals and those of other participants, and adjusts the volume levels during a conference. Even if you manually set your microphone volume level, it may change during the conference. Automatically Muting your Microphone All users can define whether their microphone is muted when they enter the meeting. These settings are defined in the Audio tab of the Application Options window, as described below, and can be defined prior to or during the meeting itself. To mute your microphone: 1 From the Event menu, select Application Options. In the displayed Application Options window, click the Audio tab. 2 In the Automatic Muting section, select the following: When I first enter a Voice Activated imeeting or Breakout Session: Select this option if you want your microphone automatically muted when joining a voice activated meeting. This option is especially useful in preventing other participants from hearing comments or noise not intended for transmission. 3 Click OK to apply the settings you selected. Tip: You can also define whether or not the CTRL key is used to activate your microphone; in the Microphone section of the Audio tab, select the Use the CTRL key to activate my microphone checkbox if you want to use the CTRL key. AT&T Connect Participant Application User Guide 37

39 If you do not want to use the CTRL key (for example, you may want to copy and paste via the keyboard, CTRL+C or CTRL+V, during the meeting), make sure that this checkbox is not selected. As a result, when you want to speak you must click the Muted button. Manually Muting/Unmuting Your Microphone You can speak freely in a conference and mute or unmute your microphone. To mute your microphone: From the Participants menu, click Mute. or Figure 18 Mute Command Click the Mute button in the toolbar. Mute toggles to Unmute, so to unmute your microphone, click Unmute from the Participants menu or the Unmute button. Note: The host/presenter can mute and lock your microphone, after which you will not be able to speak. Using Emoticons When communicating during an AT&T Connect meeting, you can express yourself graphically using a range of emoticons. These emoticons are also displayed to the other meeting attendees; each emoticon selected is displayed alongside your name in the Participants list. Note: Hosts can disable emoticons, together with requests to speak (from the Event menu, click Event Settings and then select the relevant options in the Policy section). AT&T Connect Participant Application User Guide 38

40 To select an emoticon: 1 From the Participants menu, click Choose Emoticon. or 2 Click the arrow to the right of the Raise Hand button in the toolbar. (This button is displayed by default though it is replaced by any emoticon selected.) In either case, a dropdown palette of emoticons is displayed. Figure 19 Emoticons 3 Select the relevant emoticon. The selected button and appears pressed on the toolbar. This emoticon also replaces your icon in the Participants list. To cancel an emoticon: From the toolbar, click the selected emoticon. The button is replaced by the Raise Hand button, and your icon in the Participants list returns to its normal mode. Or 1 From the toolbar, click the arrow to the right of the emoticon you selected. or Choose Emoticon from the Participants menu. The dropdown palette of emoticons is displayed. AT&T Connect Participant Application User Guide 39

41 2 Select Finish + name of emoticon at the bottom of the palette. This option is dynamic according to the emoticon selected and is not represented by an icon. For example, if you currently have the Applaud emoticon selected, the option will be displayed as Finish Applaud. Using Notes The Raise Hand button is displayed again, and your icon in the Participants list returns to its normal mode. Note: Stepping out of the meeting or receiving speaking/presenting rights will cancel any selected emoticon. In addition, the presenter can clear selected emoticons at any time. From the Participant Application you can send a note to meeting attendees, either to ask a question or make a comment. Sending a Note This section describes several ways to send a note to other meeting attendees. Note: The Notes tab is displayed to both hosts and participants during any meeting. Participants can reply to private notes sent to them but cannot reply to a public note. Tip: The Notes tab can be resized as required, by dragging the split bars to the left and below the tab. To send a note: 1 From the toolbar, click the Send Note icon. or In the Participants list, right-click the row of the relevant participant and in the displayed popup menu, select Send Private Note. or When the participant to whom you want to send the note is selected in the Participants list, from the Participants menu click Actions on + participant s name>send Private Note. 2 In the displayed New Note window, select the relevant attendee from the Send Note to dropdown list. Note that if you right-clicked on the attendee or used the option from the Participants menu (as described in Step 1), this AT&T Connect Participant Application User Guide 40

42 attendee is by default selected. You can also select All to send a public note to all attendees. Figure 20 New Note Window 3 Type your message and click Send. The window automatically closes. To send a note via the Notes tab (Chat Style): 1 From the Notes tab, select the relevant attendee from the To dropdown list. Select All to send a public note to all attendees). Figure 21 Note Window via Notes Tab Note: The Notes tab is displayed slightly differently for presenters and participants. 2 Type your message and click Send. If you defined your display style as Chat, the note is immediately displayed in the Notes transcript box. (The display style can be Chat, Popup or Inbox. For more information, see Defining Note Settings.) AT&T Connect Participant Application User Guide 41

43 Receiving a Note Tip: When working in the Chat style, you can force line breaks by pressing Ctrl + Enter on your keyboard. Any time during the meeting you can receive notes from others in the meeting. Depending on the display style you have chosen (as described in Defining Note Settings), the display of incoming notes will be different. This section describes receiving notes in the Chat, Popup and Inbox styles. Regardless of the style, when receiving a new note the icon on the Notes tab flashes for 5 seconds (if defined accordingly, see the Defining Note Settings section for further information). In addition, a Notes Unread message is displayed, according to the number of notes you have yet to read. Unread messages are also displayed in bold text in the Chat or Inbox display styles (the sender s name is initially in bold, but after clicking the note the bold is removed). Note: You can reply to all notes with the exception of public notes. Figure 22 New Note Notification (Inbox Style) To receive notes in the Chat style: When working in the Chat display style, all notes you send and receive are stored in the Notes transcript box and conform to the following color legend: orange for public notes sent to all attendees and blue for private notes sent to/received from participants. AT&T Connect Participant Application User Guide 42

44 Figure 23 Chat Notes To send a reply to a private note, right-click on the note in the Notes transcript box and in the displayed popup menu, select Reply to Note, or type Shift+R. Type your message and click Send. To receive notes as a Popup: You can receive a note that is displayed in a popup window. AT&T Connect Participant Application User Guide 43

45 Figure 24 Popup Notes To send a reply, type your message in the My Reply box and click Send. To receive notes in the Inbox style: If you are working with the Inbox display style, when you receive a note it is displayed in a similar way to that of an inbox in an program, such as Outlook. AT&T Connect Participant Application User Guide 44

46 Figure 25 Inbox Notes Notes are listed in the upper pane according to the order in which they were received and display the sender s name, type of note, and time received. By clicking a note, a preview of the note is displayed in the lower pane. To see the entire conversation, double-click the note. To send a reply, double-click the relevant note to display a popup window in which you can type a message, right-click the note and in the displayed popup menu, click Reply to Note, or type Shift+R. Then, type in your message in the displayed popup window. If the note is a public note sent by the presenter, you cannot reply to it. Removing Notes When working in the Inbox styles, a note can be removed by right-clicking it and selecting Remove This Note from the displayed popup menu. The same popup menu also enables you to remove all notes, or to remove only those notes that have already been marked as read. AT&T Connect Participant Application User Guide 45

47 Saving Notes You can save all notes sent and received by you during the meeting, as long as they were sent or received in the Chat display style. The notes are saved in.rtf format and can be saved in any location. To save notes: 1 From the Event menu, click Save Notes. This option is only enabled if you are working with the Chat display style. 2 In the displayed dialog box, choose a location and then click Save. By default, the file is called Chat.rtf. Defining Note Settings This section describes the various settings you can apply to notes, including the note display style. Note that as the presenter, or presenter in a meeting, you can prevent participants from sending notes, as described in Disabling Notes. To define note settings: 1 From the main menu, select Event>Application Options. The Notes tab is displayed. AT&T Connect Participant Application User Guide 46

48 Figure 26 Note Settings 2 In the Display Notes Tab section, select one of the following: Inbox style: This displays incoming notes in a similar way to the inbox in an program. Once selected, you can also define whether or not to delete a note after it has been read by selecting the Automatically remove Note from list after it is opened checkbox. Chat style: This displays incoming notes, and your replies, in a chat format, similar to that experienced with any Instant Messenger program. Once selected, you can also define the text size of the chat session. Note that when either of the above options is selected, you can also define whether or not to display incoming notes in popup windows if the Notes tab is not currently in view (for example, when working in Enlarged mode), as described in the next step. AT&T Connect Participant Application User Guide 47

49 3 In the Display Popup Notes section, select from one of the following: Always: This displays incoming notes in popup windows, regardless of the style you selected in Step 2. If Notes tab isn t currently selected or visible: This displays popup notes if the Notes tab is not currently selected or visible. Never: Popup notes are never displayed. 4 In the Alert When New Note is Received section, select any of the following alerts: Play a sound Always/Except if I am currently speaking/never Notes background turns light red Flash message light on Notes tab 5 Click OK. Note: For screen reader users, it is recommended to use the Inbox style (select Inbox style in the Display Notes Tab section) not to display Popup notes (select Never in the Display Popup Notes section). Disabling Notes As the host or presenter in a meeting, you can choose to disable the sending of notes between participants only, as well as disable the ability to send notes to the host. To disable notes: 1 From the Event menu, click Event Settings. The Event Settings window is displayed. AT&T Connect Participant Application User Guide 48

50 Figure 27 Disable Notes 2 In the Policy section, select any of the following options: Allow notes among participants lets participants send notes to each other Allow notes to presenter lets participants send notes to the presenter The other options listed in this window are described elsewhere in this Guide. 3 Click OK. Stepping out of a Conference If you need to temporarily step out of the conference, for example, to answer an important telephone call, you can indicate to others that you are temporarily unavailable. To step out of the meeting: 1 From the Participants menu, click Step Out AT&T Connect Participant Application User Guide 49

51 Figure 28 Step Out Command or From the toolbar, click the Step Out button. Your icon in the Participants list is grayed out Step In. and the button toggles to 2 To rejoin the meeting, click the Step In button. Your icon returns to its normal mode you have rejoined the meeting., and the attendees are informed that Note: Stepping out of the meeting will automatically cancel any emoticons you may have selected and also mute your microphone/telephone. Using the Whiteboard All users have access to the whiteboard drawing tools, unless the host/presenter disabled whiteboard access (in Event Settings). The drawing tools appear in the Drawing toolbox on the toolbar and in the Whiteboard menu. Figure 29 Drawing Toolbox AT&T Connect Participant Application User Guide 50

52 Figure 30 Whiteboard Menu The tools are described in the table below. Table 10 Drawing Toolbar Buttons Button Description Enables you to display a pointer on the whiteboard. You can modify the color of the pointer. Any other meeting attendees will also see at what you are pointing. Enables you to type text on the whiteboard. You can define the font, size and color of the text. Enables you to select the type of shape to draw on the whiteboard, or to erase your drawing. Enables you to clear the current contents of the whiteboard (for presenters only). Enables you to define the thickness of the lines drawn when using the line or shape whiteboard tool. Enables you to define the color used when using any of the above-mentioned tools. Note: The other meeting attendees can view whatever operations you are performing on the whiteboard. You can also save the whiteboard contents and use a snapshot of the contents as Event Materials. For more information, see Saving the Whiteboard Contents. AT&T Connect Participant Application User Guide 51

53 Pointing at your Display You can identify points on your display to others. Any other meeting attendees will also see at what you are pointing. To point at your display: 1 To select the pointer for use on the whiteboard, click the pointer in the Drawing toolbox or Click the Whiteboard menu>annotation Tools>Pointer. You can also select a color for the pointer by clicking the arrow to the right of the color tool in the Drawing toolbox or clicking the Whiteboard menu>color, and selecting the relevant color. 2 Move the cursor to the required location on the whiteboard, and then click the left mouse button. The pointer is displayed to the other participants/hosts. If you want to move the pointer to a different location, repeat this action or double-click on the pointer. The pointer remains where you double-clicked it and you can now point elsewhere. 3 Select another tool, such as the text tool, to remove the pointer from the whiteboard. Tip: By default, the names of participants using the pointer are also displayed next to the pointer. To remove participant names, select Event>Application Options and in the Other tab clear the Show participant name next to whiteboard pointer checkbox. Writing on the Whiteboard You can write text on the whiteboard in a variety of fonts, sizes and colors. To write text on the whiteboard: 1 In the Drawing toolbox, click the letter T ( ). or Click the Whiteboard menu>annotation Tools>Text. Move the cursor to the position where you want to start typing in text. AT&T Connect Participant Application User Guide 52

54 2 To select a font, size and font type for the text, in the Drawing toolbox, click the arrow to the right of the letter T and then click the letter A ( ) or Click the Whiteboard menu>font You can also select a color for the font by clicking the arrow to the right of the color palette in the Drawing toolbox or clicking the Whiteboard menu>color, and selecting the relevant color. 3 Look at the Sample pane to verify that this is the text you want. 4 Type in the text which is displayed on the whiteboard. Note: You must press Enter or click a new position on the screen to display the text to all participants. Drawing Lines and Shapes on the Whiteboard You can draw shapes on the whiteboard in many colors. The following shapes are available from the Drawing toolbox and the Whiteboard menu: (freehand),,,,,, The thickness of the shape you are drawing can vary from 1 to 32 pixels. To draw shapes on the whiteboard from the Drawing toolbox: 1 In the Drawing toolbox, select a thickness (by clicking the arrow to the right of the line tool ( ) and color (by clicking the color palette ). or From the Whiteboard menu, select Line Width and select the desired thickness. Then Select Whiteboard>Color and select the desired color from the color palette. 2 Click the pencil button (this is the default it changes according to your selection) to display the palette of available shapes and click the required shape button. AT&T Connect Participant Application User Guide 53

55 or Figure 31 Color Palette Select Whiteboard>Annotation Tools to display the palette of available shapes and click the required shape button. Figure 32 Annotation Tools The cursor turns into a cross with a shape icon below it. 3 Move the cursor to the position where you want to start drawing. Click the mouse, keep it pressed while you are drawing, and release it when you are finished. 4 To draw an identical shape, move the cursor to a new position and double-click. Tip: Hold down the Shift key to draw perfect squares and circles instead of rectangles and ellipses. Clearing the Whiteboard Hosts/presenters can clear the whiteboard s contents at any time. AT&T Connect Participant Application User Guide 54

56 To clear the whiteboard: In the Drawing toolbox, click the Clear button or From the Whiteboard menu, click Clear Whiteboard. Saving the Whiteboard Contents to erase the whiteboard. You can save the contents of the whiteboard at any time during the meeting. The contents are saved in.jpg format and, subsequently, can be used as part of any future Event Materials. To save the whiteboard contents: 1 From the Participant Application Whiteboard menu, click Save Whiteboard Content. The Save As window is displayed. 2 Define a name for the file (or leave as snapshot1) and click Save. The file is located by default in the Snapshots folder (under the AT&T Connect data folder). Working with a Shared Application The presenter can load an application onto the whiteboard and show it to the participants. All the participants can see whatever the presenter does with the application, or, one participant at a time can interact with the application. Note: This section describes how the participant works with an application shared by the presenter. For information on how, as a presenter, to actually share an application, see Application Sharing in a Meeting. This section describes how the presenter shares an application and sets application sharing settings in exactly the same way the presenter can. Applications can be shared by viewing the application shared with all participants, or sharing the application over the shoulder. Viewing an Application Shared with all Participants The presenter can share any application with all meeting participants. The application running on the presenter s computer is viewed on each participant s Whiteboard. When the presenter initiates application sharing, the toolbar displays a message that the presenter is sharing an application. AT&T Connect Participant Application User Guide 55

57 Figure 33 Application Sharing in Progress When the presenter gives you control of the shared application, the following message is displayed: Figure 34 Application Sharing with Participant in Control When in control, you have temporary control over keyboard and mouse interaction with the application. Adjusting the Size of a Shared Application Once the presenter has started application sharing, you can view the application in its actual size (default view), or fit the application to the size of the whiteboard. Figure 35 Actual Size of Shared Application (Default) AT&T Connect Participant Application User Guide 56

58 Figure 36 Shared Application in Fit to Whiteboard View To fit the shared application to the whiteboard: 1 From the View menu, select Adjust Shared Application Display>Fit to Whiteboard. Figure 37 Sizing Shared Application AT&T Connect Participant Application User Guide 57

59 2 Select Actual Size to return the application to its default size. Tip: You can define the application sharing settings to automatically enlarge the Participant window at the start of any application sharing session. See Defining Application Sharing Settings. Sharing an Application with the Presenter Over the Shoulder The presenter can see your computer desktop over your shoulder to manipulate any application. Note: For details on how to perform over the shoulder as a presenter, see Sharing an Application Over the Shoulder. To request an over the shoulder session: Send a note to the presenter, or raise your hand with a request to initiate sharing of your application. To work on the application: After the presenter initiates sharing, (after you have authorized the presenter s request) you can work together on your desktop application. Responding to Presenter s Questions, Polls and Surveys As a meeting participant, you may be prompted with any number of verbal questions that will require you to give a Yes/No or OK response, select an answer, or write free text. This section describes the various ways participants can respond to questions, polls and surveys initiated by the presenter. Responding to Verbal Questions When your presenter asks a verbal question, you will be prompted for an answer and can respond by clicking a button either for OK or Yes/No in the displayed Respond to Poll window. Each participant s response is registered in the presenter s application. AT&T Connect Participant Application User Guide 58

60 Figure 38 Response to OK Poll Figure 39 Response to Yes/No Poll Upon completion of the question(s), the presenter can also choose to share the response statistics of all participants on the whiteboard (see Viewing Response Statistics). Note: Users using a smartphone or the Web Participant will not be able to receive the free-text question and thus cannot answer. Answering Non-Verbal Questions Your presenter can send a non-verbal question via the whiteboard during a meeting. There are three types of non-verbal questions that the presenter can use: Yes/No Multiple-choice Free text Upon completion of the question(s), the presenter can also choose to share the response statistics of all participants on the whiteboard (see Viewing Response Statistics). Answering Yes/No Questions You can answer Yes/No questions that your presenter sends you during a meeting. To answer a Yes/No question: In the Choose Answer area of the Question window, select either the Yes or No. Tip: You can refuse to answer the question by clicking the x button. AT&T Connect Participant Application User Guide 59

61 Answering Multiple-Choice Questions You can answer multiple-choice questions your presenter sends you during a meeting To answer a multiple- choice question: 1 Select one of the answers (ranging from a minimum of 2 to a maximum of 5) displayed for the question. Use the arrows to scroll lengthy questions or answers. Note: Users using a smartphone or the Web Participant will not be able to receive the question and thus cannot answer. Figure 40 Multiple Choice Question Window 2 Click Answer to send your answer to the presenter. Tip: You can refuse to answer the question by clicking Refuse. AT&T Connect Participant Application User Guide 60

62 Answering Free Text Questions You can answer free text questions that your presenter sent you during a meeting. To answer a free text question: 1 In the Enter Answer text box of the Question window, type in your answer to the question. Figure 41 Free Text Question 2 Click Answer to send your answer to the presenter. Tip: You can refuse to answer the question by clicking Refuse. Note: Users using a smartphone or the Web Participant will not be able to receive the question and thus cannot answer. Viewing Response Statistics Upon completion of the questions, polls or surveys, the presenter can choose to share the response statistics with the participants on the whiteboard. For more information, see Sharing Response Statistics. AT&T Connect Participant Application User Guide 61

63 Figure 42 Participant Responses as Seen by the Presenter AT&T Connect Participant Application User Guide 62

64 7BCommunicating in a Meeting 36BOverview Chapter 6 This chapter describes how to work with the Participant Application during a meeting. During a meeting, you can converse with any of the other online participants. In addition, if granted control of the meeting by the presenter or host, you can load items from the Event Materials, start and end the sharing of applications and Web Tours, initiate Yes/No and OK polls, or pass Presenting Rights to another participant. You can also insert files to the Event Materials, regardless of whether or not you have Presenting Rights. AT&T Connect meetings can be set so that participants converse in one of two speaking modes: Voice Activated (where a number of participants can speak simultaneously) and Broadcast (Where you can permit only specific users to speak. The Participants list in the meeting window indicates which participants are currently speaking. 37BMeeting Window Upon accessing the meeting, the Participant Application window is displayed. AT&T Connect Participant Application User Guide 63

65 Figure 43 Participant Application Window in a Meeting Three additional tabs are displayed alongside the Materials tab when you have been granted Presenting Rights. They enable Application Sharing, Web Tour, and Polls. AT&T Connect Participant Application User Guide 64

66 Participant Roles A meeting participant may assume any one of the roles described in the following table. Table 11 Roles of Participants Role Participant Presenter Host Description Any person that takes part in an AT&T Connect meeting is a Participant. All participants can speak, insert files during the meeting, and write on the whiteboard. However, if a participant wants to load items to the whiteboard (or use other Participant Application tools), they will require Presenting Rights. The presenter is any participant who currently has control of the meeting using the following Presenting Right options: load items onto the whiteboard, draw or write on the whiteboard using the enabled toolbox (all participants can draw on the whiteboard unless the presenter/host disabled this option), start and end application sharing, perform a Web Tour, pass the Presenting Rights to another participant, control the meeting mode and meeting settings, expel participants, lock the meeting, rename Guest phone-only participants, link unbound users that have inadvertently entered the meeting as both a PC and Phone user, initiate Yes/No and OK polls or Yes/No free text and multiple choice questions and share response statistics, change video layout, start broadcast mode, mute all/unmute all, mute participants/unmute participants, lock microphone, end meeting, change event settings. Note: If you are a phone-only participant; you cannot have Presenting Rights and cannot perform any of the above actions. A host is the person who initiates the meeting, defines the initial Event Materials in the Materials tab and initially has the Presenting Rights. The host can also take the Presenting Rights ( control ) from a presenter at any time. expel participants (except for the presenter) and lock the meeting, mute all/unmute all, start broadcast, end meeting, change event settings, change video layout, draw or write on the whiteboard using the enabled toolbox (all participants can draw on the whiteboard unless the presenter/host disabled this option), pass the Presenting Rights to another participant, expel participants, lock the meeting, rename Guest phone-only participants, link unbound users that have inadvertently entered the meeting as both a PC and phone user, change video layout, start broadcast mode, edit event name, mute all/unmute all, mute participants/unmute, lock microphone, end meeting. AT&T Connect Participant Application User Guide 65

67 Note: The first participant to enter the meeting is automatically assigned Presenting Rights, as long as they are connecting with their computer (Phone-only participants can be the first to enter a meeting but they will not receive Presenting Rights). If the host then joins the meeting, the host can take the Presenting Rights from the relevant participant. Presenter Privileges The participant who is currently in control (with the presenting rights) has the following privileges: Give Presenting Rights at any time the presenter can give presenting rights (control) to any participant by right-clicking the participant s name from the Participants list and selecting Give Presenting Rights. Or, the presenter can select the participant s name and click Give Presenting Rights from the Participants menu/actions on + participant s name/give Presenting Rights. The current participant with presenting rights has Presenter added to their name, which appears in bold. The meeting host may take the presenting rights from any participant currently in control by right-clicking a participant s name and selecting Take Presenting Rights, or clicking Take Presenting Rights from the Participants menu. Define Speaking Mode the presenter can define whether the meeting is set to use the Voice Activated mode or Broadcast mode at any time. See Speaking Modes for more information. Loading Materials only the presenter can load the items displayed in the Materials tab. To load a file, such as a PowerPoint slide, the presenter rightclicks on the file in the Materials tab and click Load. Alternatively, the presenter can double-click on the file. The file is immediately displayed to all participants. To insert a file into the Event Materials, click Insert, browse to the relevant file. See Inserting Files for more information. Muting a Participant Figure 44 Materials Tab AT&T Connect Participant Application User Guide 66

68 Unmute a Participant Mute and lock a Participant Review Load Status of Event Materials the presenter can review the load status of Event Materials for each participant in the meeting. In the Load Status column of the Participants list window, certain icons represent the load status of a particular file. The icon with the blue clock indicates that the current file is being loaded onto the participant s screen. The icon with the green checkmark icon with the red X indicates that the file has downloaded successfully. The indicates that the download failed. Figure 45 Participant Load Status Initiate polls and review responses the presenter can review participant responses to a poll they initiate, and even share the response statistics to all Participants. Link unbound users the presenter can link a user who has inadvertently entered as both a PC-only user and a Phone-only user. For more information, see Linking Unbound Users. Lock a meeting Change the video layout Edit Event Name Change meeting settings Expel Participants the presenter can expel any other participant, except for the host. For more information, see Expelling a Participant. AT&T Connect Participant Application User Guide 67

69 Rename participants the presenter can rename any Phone-only user who has entered the meeting as a Guest. For more information, see Renaming a Participant. Invite others by phone (if allowed) Dial out to a participant (if allowed) End a meeting Speaking Modes All meetings have the following speaking modes, either of which can be used at any time during the meeting: Voice Activated Mode Broadcast Mode Voice Activated Mode The Voice Activated mode enables meeting participants who want to converse to start speaking simultaneously at any point during the meeting. Entry and exit from the speaking mode is automatic, sparing the presenter the need to manually initiate full-duplex conversation with specific participants. The Voice Activated mode provides a more natural discussion mode, giving the impression of an open floor environment that is typically found in conventional telephoned-based conference calls. To speak in a Voice Activated meeting: As a regular participant in a Voice Activated meeting (without Presenting Rights), simply start speaking. The Participants list and Status Panel indicate that you are now speaking. Note: Echo and background noises are reduced to a minimum, while any pauses in your conversation are reflected in the Participants list and Status Panel. Alternatively, you may find it more convenient to work with your microphone muted (by clicking the microphone button on the toolbar) and pressing Unmute whenever you want to speak. This will ensure that other participants only hear what you want them to hear. To mute your microphone in a Voice Activated meeting: Click the microphone button. The button indicates that you are now muted. AT&T Connect Participant Application User Guide 68

70 In the Participants list, when you are muted a muted microphone icon is displayed alongside your icon. This icon is displayed only to you. Other participants do not see it. Note: The presenter sees which participants are muted in the Participants list. The presenter can mute all/unmute all participants in a Voice Activated meeting by selecting Mute All from the Participants menu (in the main menu or on the bottom of the Participants tab). Broadcast Mode Typically, Broadcast mode is used for lecture-type presentations or for an expert forum. In Broadcast mode, the focus is on the presenter and the materials they are sharing with the group. All other audio streams are muted, eliminating cross-talk. To interact with the presenter and other participants without disrupting the presentation, participants can use Notes and Emoticons, such as the Raise Hand icon. However, the presenter can disable the Notes and Emoticons to keep participants focused on the presented materials. The presenter can also disable whiteboard access by other participants. To enable or disable Broadcast mode: Click the Start Broadcast or Stop Broadcast button in the Participants menu. or Figure 46 Participants Menu Options From the main menu, select Broadcast Mode from the Audio/Video menu. AT&T Connect Participant Application User Guide 69

71 The meeting enters Broadcast mode. All users are muted and locked except the presenter and host. To selectively unmute an individual participant while in Broadcast mode, right-click the participant s name in the Participants list and select Unmute and Unlock. To selectively remove participants from the broadcast group, select Mute and Lock. These actions are also available from Participants menu>actions on + participant s name. Broadcast Mode and Video During a Voice Activated meeting, the host or presenter can initiate Broadcast mode. When Broadcast Mode is checked, only the participants who are in the broadcast group can transmit their video. (This can happen only when the participants have a connected webcam and Allow participants to use video is checked in the Event Settings dialog box.) Video transmission of participants who are not in the group is automatically closed when Broadcast Mode is activated, and their My Video button is disabled. For more information on video transmission, see Participating in a Conference. Expelling a Participant As the user with Presenting Rights, you can expel any other participant, including unknown users who have accessed a confidential meeting or those who are behaving in a disruptive manner. Any expelled participant cannot re-enter the same meeting. Note: The meeting host cannot be expelled. Moreover, the meeting host can expel a participant without the Presenting Rights. To expel a Participant: 1 In the Participants list, right-click on the relevant participant and click Expel in the popup menu. or From the Participants menu>actions on + participant s name>expel The expelled participant cannot reconnect to the meeting by computer (if the participant uses the same address) regardless of whether the meeting is locked or not. 2 To prevent other participants not already in the meeting from trying to enter the meeting, select the Lock Event checkbox (or from the Event menu, select Lock Event) in the displayed warning message. AT&T Connect Participant Application User Guide 70

72 Figure 47 Expelling a Participant 3 Click Yes to confirm the selected participant expulsion. The user is disconnected and a message is displayed informing them of their expulsion from the meeting. The user s expulsion will not prevent their access to other meetings. Note: The meeting can also be locked by selecting Lock Event from the Event menu. Renaming a Participant As the user with Presenting Rights, you can rename any participant that has joined the meeting as a Guest Phone-user (relevant to on the fly users that could not be correctly identified as the Telephone User ID they entered is not recognized by the Communications Center). To rename a Participant: 1 Ask the participant to identify himself/herself (alternatively, you may be able to recognize the participant s voice). 2 In the Participants list, right-click on the relevant participant and click Rename Participant in the popup menu. or From the Participants menu select Actions on + participant s name>rename Participant 3 In the displayed Edit Participant Name window, enter a first and last name for the participant. 4 Click OK. The entered name is now displayed to all participants. 5 Repeat as required (for example, if you made an error in Step 3). Note: The user s updated name is also included in the meeting attendance report. AT&T Connect Participant Application User Guide 71

73 Linking Unbound Users Unbound users (users who attempted to enter the meeting as an Audio-viaphone user and have somehow entered the meeting as a Phone-only user and a PConly user, and are subsequently displayed twice in the Participants list) can have their computers linked with their phone by the presenter. This action can be performed without any user involvement. To link an unbound user: 1 In the Participants list, right-click on the relevant participant and click Link User s Phone with Computer in the popup menu. or From the Participants menu select Actions on + participant s name>link User s Phone with Computer 2 In the displayed window, enter the name of the user you want to link the selected participant with. The list is sorted automatically according to what you enter. For example, if you enter only g the list automatically scrolls down to those participants whose names begin with g. Figure 48 Linking a User 3 Select the participant and click Link. In the displayed confirmation message, click Link Computer and Phone Now. The participant is now displayed only once in the Participants list. AT&T Connect Participant Application User Guide 72

74 Inserting Files All meeting users can insert files into the Event Materials (except for Phone-only participants, Web Participants, and users with a smartphone). All inserted files can be viewed in each Participant s Materials tab. Each file is validated and then converted, compressed and sent to the meeting server and to all the participants in the meeting. An online indication of the status of the inserted file is displayed, including whether all participants successfully received the file. The file can then be loaded, as long as you have Presenting rights. During the insert process, you remain connected to the meeting with full functionality: incoming and outgoing sound, video, and application sharing should not be affected. Note: The file name cannot contain the following characters: ~ # $ % ^ & * ( ) + = \ ] [ : ;? / < >., Inserting a File The following procedure describes how to insert files into the Event Materials. To insert a file during the meeting: 1 In the Materials tab, click Insert or From the Whiteboard menu, click Insert Materials. or Drag and drop the relevant file from your computer to the Materials tab. Then proceed to Step 3. 2 In the displayed Open window, browse to the relevant file and then click Open. Note that the size limit of the files to be inserted is defined by the Communications Center System Manager. The default is 10MB. Note: Only one file can be inserted at a time. 3 Depending on the file type, the file is validated and then converted to a format suitable for presentation on the whiteboard (see File Types for a list of file types and their compatibility with the insert process). AT&T Connect Participant Application User Guide 73

75 Note: The conversion process is automatically performed (if the user has not defined settings otherwise, as described in the Inserting PowerPoint files section), depending on the file type (see File Types). The file is converted to an image for presentation on the whiteboard. Note that to convert a file, the relevant application associated with this file must be installed on your computer. During the conversion, the associated application may be activated and may even require some user input. If the file you are inserting contains a number of pages, each page is converted to a separated item (and named Page_1, Page_2, and so on). For large documents this may take a few seconds. When the conversion is completed successfully, the file s pages are added to the Event Materials and located immediately below the relevant file name in the Materials tab. Figure 49 Inserted File with Multiple Pages Tip: A tooltip is displayed for each file, and its pages, indicating if the file is ready for presentation on the whiteboard. Any file still being uploaded to the server is indicated with an Uploading tooltip. For more information on these status tooltips, see Viewing the Status of a File. The files are then sent to the meeting server and distributed to all the users currently connected to the meeting. Whenever a user connects to the meeting, the inserted files are sent to the user. Loading a File to the Whiteboard To load/display a file to others on the whiteboard, click (or double-click) the file in the Materials tab. AT&T Connect Participant Application User Guide 74

76 Alternatively, you can go through Materials in the order of the items by using the navigation buttons below. Each time you reach a different item using the navigation buttons, it is displayed on the whiteboard. Use the up and down arrows on your keyboard to navigate without loading an item. The following navigation buttons are displayed in the lower left hand corner of the Materials tab:,,, Note: You can define to load files via a single or double click from the Materials tab in the Application Options window (accessed from the Event menu). In the same tab you can also determine if video files should automatically be played upon being loaded. Viewing File Properties To view a file s properties (the status of the inserted file), right-click on an item or folder in the Materials tab and in the displayed popup menu, click Properties. The following example indicates that the inserted file was sent and received by all users, and can now be loaded in the meeting. Figure 50 File Properties Note: Indication is also given when a file is still in the process of being sent, or if there were server problems that prevented the delivery of the file. In this case, you will be prompted to Resend the file. Alternatively, click More Info for further guidance. Resending Files To resend a file, right-click an item or folder in the Materials tab and in the displayed popup menu, click Resend. The sending process starts (compressing and AT&T Connect Participant Application User Guide 75

77 sending) and the selected file is delivered to users that are currently connected to the meeting and who did not receive the selected file. Note: This option is only enabled for files you originally inserted and that have already been uploaded to the server. 115BDeleting Files To delete a file: Right-click an item or folder in the Materials tab and in the displayed popup menu, click Delete. or Select the file and press the Delete key. Tip: You can select multiple files for deletion. Note: This option is only enabled for files you originally inserted and that have already been uploaded to the server. 116BViewing the Status of a File The status of an inserted file and its pages is displayed dynamically in the file/page tooltip. This tooltip is only displayed to the user who inserted the file. The following table details the various status tooltips. Note that there are differences between single page files and multi-page files. Table 12 File Status Status Sending to Server Tooltip for Multi-page File Tooltip for Page/Single Page File/ Unconverted File Comments Uploading Uploading When sending process is initiated (compression and sending to server). Failed Failed: x out of y pages are ready for presentation Failed When sending process fails (compression and sending to server), or When application is disconnected during sending to server. Completed Ready for presentation Ready for presentation When distributing process is completed. All connected users received the inserted file (with or without errors). AT&T Connect Participant Application User Guide 76

78 Status Tooltip for Multi-page File Tooltip for Page/Single Page File/ Unconverted File Comments Unknown Unknown None User that inserted the file was disconnected and reconnected. File Types The following table lists the majority of file types that are regularly included in Event Materials and their compatibility with the insert process. Table 13 File Types File Type File Extension Allow Online Insert Image BMP, JPG, JPEG, EMF, WMF, GIF Yes No Converted by Default Sound WAV, RMI, MID Yes No MP3 External file only No Movie AVI Yes No MPEG, MPG, WMV, MOV External file only No Link HTM, HTML Yes No PowerPoint PPT, PPTX, PPS, POT, PTX, POTX Yes Yes Other SWF (Flash files) External file only No DOC, DOCX. DOT, DOTX, RTF, PDF Yes Yes XLS, XLT, XLC No No ASP No No All other file types No No Recording VCR, VCS, VCM, VCQ Not permitted N/A AT&T Connect Participant Application User Guide 77

79 Note: The range of file types supported by the insert process can be modified by your Communications Center administrator. Inserting PowerPoint files When inserting PowerPoint presentations, they are converted to DHTML, and also include static image support for Web Participants. Inserting PowerPoint files as DHTML enables the following features: The PowerPoint presentation is automatically resized to fit the whiteboard. Presentations can be displayed in non-english languages. Animation is supported Notes PowerPoint 2000, XP, 2003, 2007 and 2010 are fully supported, including animated presentations. Some types of animation effects are not recommended for use because they either will not animate at all or the effect may not behave as expected: for example, effects that scale text or objects in only one direction (for instance vertical, but not horizontal), such as Stretch, Swivel, Compress, Grow/Shrink, Spin, or Glide OR effects that rotate text, such as Flip, Spinner, Swish, Teeter, and Wave OR effects applied to charts (these effects will play as if they were applied to the chart as a whole and no parts will be animated) OR dim after effects (these effects will not work for images (or video); if a Dim after effect is applied to an object the fill colors will dim but the outline color will not dim. To set how you want to insert PowerPoint files during the meeting: 1 From the Participant Application Event menu, click Application Options. In the displayed Application Options window, click the Materials tab. AT&T Connect Participant Application User Guide 78

80 Figure 51 Insert PowerPoint Files 2 In the Insert Documents during live Event area, select the Send only images of the document s pages, to view on the Whiteboard checkbox to enable the PowerPoint insert options. 3 Select from one of the following: Dynamic images with static images (recommended): Inserts the PowerPoint file as is in DHTML format and adds a converted JPEG file for each slide. Select this option if you believe that some of the participants will be accessing the meeting with the Web Participant Application or mobile application. Dynamic images: Inserts the PowerPoint file as is in DHTML format. Select this option if you know that all participants accessing the meeting have the latest Participant Application version installed and are not using the Web Participant or mobile application. AT&T Connect Participant Application User Guide 79

81 Static images: Inserts only JPEG files (converted from the PowerPoint slides into JPEG images). Select this option if you know that all participants will be accessing the meeting with the Web Participant Application or mobile application. 4 Click OK. PowerPoint files will subsequently be inserted according to the setting you implemented. Setting Inserted Files to be Opened Externally to the Whiteboard By default, files inserted by meeting participants are automatically converted. This ensures their display on the whiteboard as images and not using their source application externally to the whiteboard. However, you can change this default setting to ensure that inserted files are not converted and instead opened externally to the whiteboard. This enables you to send files to all users that can be viewed and saved on their computers. To set inserted files to be opened externally to the whiteboard: 1 From the Participant Application Event menu, click Application Options and then click the Materials tab. 2 In the Insert Documents during live Event area, select the first option (Send the actual document itself and view it in a separate window ) and click OK. Application Sharing in a Meeting You can share any available Windows application installed on your computer. The other participants will see the application on their whiteboard. All participants can see whatever you do with the application, or, at your discretion, you can allow one participant at a time to interact with the application. Application sharing is especially useful for demonstrating an application. Sharing an Application with Participants You can select one of the applications that is currently running on your computer to share with participants. While you work on the application, the participants can follow what you are doing on their own computers. In addition, you can transfer sharing to allow a single participant to work with the application, and at any time you can take back full control. AT&T Connect Participant Application User Guide 80

82 To start application sharing: 1 From the lower right pane in the Participant Application window, click the App Sharing tab. 2 From the displayed list of applications currently running on your computer, select the one you want to share and click Start Sharing or From the displayed list of applications, double-click the relevant application. The application is simultaneously loaded on the screens of all the participants in the meeting and you can start working with it. Participants are informed that you are sharing an application with the following message displayed on the toolbar: Figure 52 Application Sharing by Presenter Any content previously displayed on your whiteboard is replaced by a message reminding you that an application is being shared. In addition, the Application Sharing Dashboard is displayed in the top right corner of the shared application. Figure 53 Application Sharing Dashboard The Application Sharing Dashboard enables you to perform a variety of actions without the need to return to the Participant Application window. For example, if a participant raises their hand, you can ask if he/she has a question. Alternatively, you can select a participant to remotely control the shared application. See Working with the Application Sharing Dashboard for more information. Tip: You can select multiple applications to share at any one time. Only the currently active (in the foreground) application has the Application Sharing Dashboard displayed. Notes An application must be running on your computer before it can be shared. Ensure that the shared application is in the foreground and not behind another application window. AT&T Connect Participant Application User Guide 81

83 Stop the application sharing whenever you do not need to work with it. Start again when needed. All windows that have the same process as the shared application will be shared. To end application sharing: 1 From the Application Sharing Dashboard, click To AT&T Connect. The Participant window is displayed. 2 In the Application (App) Sharing tab, select the application and click End Sharing, or Load a file from the Materials tab. or Load a URL in the Web tab. or Use the hot key defined to end application sharing, as described in the Define a Shortcut Key section. Figure 54 End Application Sharing Note: If you attempt to give another user Presenting Rights this will also stop application sharing. You will be prompted to confirm this is what you want to do. AT&T Connect Participant Application User Guide 82

84 Working with the Application Sharing Dashboard When sharing an application, the shared application window will usually display in front of the Participant Application window. The Application Sharing Dashboard enables you to manage the ongoing meeting session, while simultaneously working on the shared application. Only the sharer can view the Dashboard. Note: The Dashboard is displayed on the title bar of the shared application and cannot be moved (though it can be minimized ). If the Desktop is being shared, the Dashboard is located in the top right corner. Figure 55 Application Sharing Dashboard The following information/features are available via the Dashboard: Minimize button Mute button Grant remote control Indication of your volume level when speaking The number of participants who have raised a hand to ask a question, The number of notes One-click option to return to the Participant Application window Minimizing the Dashboard The minimize button (with two arrows pointing to the right) toggles the display of the dashboard. This is especially useful when you want to temporarily hide the dashboard if it is obscuring content in the shared application window. To redisplay the dashboard, click the maximize button pointing to the left). (with two arrows Speaking while Sharing an Application Click the Mute button on the dashboard to start speaking. This button has the same functionality as Mute on the main toolbar, enabling you to use the microphone. Reviewing Participant Feedback The middle section of the Dashboard is split into three sections, each of which indicates different feedback from the participants: The icon with a number and a hand indicates the number of participants who have currently raised their hands. Click (or right-click) the icon to display a list of participants who raised their hands. AT&T Connect Participant Application User Guide 83

85 Select a participant and then select Allow>End Remote Control. If there are a number of participants, they will be listed in the order they raised their hands (the first participant to raise their hand is listed first). Note that this option is not available in Voice Activated meetings. The icon with a number and a pencil indicates the number of notes sent in by participants. Note: Each time additional participants raise their hands, the feedback section of the Dashboard flashes for three seconds. To stop the flashing, click the Dashboard. Granting Remote Control to a Participant To grant remote control of the application Click (or right-click) the face icon, select the relevant participant from the displayed list and then select Allow Remote Control. Note: Phone-only users do not appear in the list of participants. The selected participant has a mouse icon displayed (to the presenter only) alongside their name in the Participants list. Figure 56 Remote Control in Conversation The selected participant is informed that he/she has control of the shared application and a message is displayed on the toolbar (other participants will see the name of the person in control). Figure 57 Participant Control To cancel remote control: Cancel the remote control of the application via the Participants list; right-click the participant and select End Remote Control from the popup menu. AT&T Connect Participant Application User Guide 84

86 Displaying the Participant Application Window The To AT&T Connect button with the blue arrow displays the Participant Application window. The application sharing session remains active, but the application sharing engine ceases to transmit any screen updates from the shared application, meaning participants will see a frozen image of the shared application (unless you are sharing the Desktop). Participants will not be aware that you have temporarily switched to the Participant Application: a message is therefore displayed on your whiteboard reminding you that the application sharing session is still in progress. To return to the shared application, click Go To after selecting the application to be shared from the list of Currently Shared Application(s) in the App Sharing tab. Sharing an Application Over the Shoulder The presenter can look over the shoulder on a participant s desktop. Note: that Over the Shoulder can only start when participants feel secure in sharing their desktop and approve the presenter s request. If the participant does not reply to the presenter s request to perform Over the Shoulder within 20 seconds, the system automatically assumes that the participant has rejected the request. The presenter is informed that the participant did not respond to the request and will not be able to perform Over the Shoulder. To perform Over the Shoulder with one participant and show to the rest of the meeting attendees: Right-click the participant icon in the Participants list and click Start over the Shoulder to All. The rest of the meeting attendees can see the participant s desktop. or If the participant has raised their hand: from the Application Sharing Dashboard, click the Raised Hand icon to display a list of participants who raised their hands. Select a participant and then select Start over the Shoulder to All. or From the Participants menu select Actions on + specific participant>start over the Shoulder to All. To stop Over the Shoulder : Right-click the participant icon in the Participants list, click Stop over the Shoulder. AT&T Connect Participant Application User Guide 85

87 Defining Application Sharing Settings This section describes how to configure various application sharing settings. Define Output Bandwidth Control You can define the output bandwidth of your application sharing to suit the other participants connection. To define output bandwidth control: 1 From the Event menu, select Application Options. In the displayed Application Options window, click the Application Sharing tab. Figure 58 Application Sharing Tab 2 In the Output Bandwidth Control section, select the relevant mode from one of the following: AT&T Connect Participant Application User Guide 86

88 3 Click OK. Normal: The default selection, this is relevant when you know that some participants use a fast connection. High: Relevant when you know that all participants use a fast connection. Low: Relevant when you know that all Participants are using a dialup connection. Customized: Select this option to enable the Settings button and define advanced application sharing settings, as described in Advanced Bandwidth Settings. Advanced Bandwidth Settings By selecting the Customized option from the Output Bandwidth Control list (see above), the Settings button is enabled. This option lets you define the bandwidth, as described in the following procedure. To define advanced bandwidth settings: 1 Click Settings (after selecting the Customized output bandwidth option). The following window is displayed. Figure 59 Output Bandwidth 2 Enter the bandwidth you wish to use (default = 256). 3 Click OK to implement the above settings. Define Image Quality You can set the image quality used in application sharing to assist in determining the bandwidth consumption. To define image quality: 1 In the displayed Application Options window, click the Application Sharing tab. 2 In the Image Quality section, define the following: AT&T Connect Participant Application User Guide 87

89 Max. quality: Define a percentage value using the arrows to increase/decrease your value. If there are no network connection issues, the image will be with Max. quality. Default: 80%. Min. quality: Define a percentage value using the arrows to increase/decrease your value. If there are network connection issues, the image quality is reduced to the value defined. Default: 20%. Note: The higher the value defined, the closer the quality to the original image. However, higher values come at the expense of additional bandwidth. If you have serious bandwidth issues and want to share a graphic intensive application, then you should reduce the Min. quality value. Max. CPU usage: Defines the maximum CPU that the participant system process is allowed to use. By default, the value is set at 70%. It is recommended NOT to change this value as increasing/decreasing it may harm performance. 3 Click OK. Define a Shortcut Key to End Sharing The presenter can define a shortcut key to end application sharing at any time. This enables the presenter to end application sharing quickly and easily and without the need to search for the Participant Application under a series of application windows. To define a shortcut key: 1 In the Application Options window, click the Application Sharing tab. 2 In the End Sharing Hot Key text box, enter the shortcut key combination that you wish to use to end application sharing. Tip: You can also define a shortcut key for ending other participant s control over the shared application in the End Viewer Control Hot Key text box. Note: The shortcut key combination must include the Shift and/or Alt and any other keys. The Ctrl key is not supported. In addition, if you use a specific combination in other applications that you might want to share during a live session, you should not apply this combination as the shortcut key. 3 Click OK. AT&T Connect Participant Application User Guide 88

90 Define a Shortcut Key to Set Focus on the Dashboard Participants can define a hot key to set the keyboard focus on the dashboard during application sharing. This option allows for keyboard access to the dashboard. The hot key will be active only when the participant is sharing an application and the dashboard is displayed in the top right corner of the shared application. To define a shortcut key: To set a hot key, click the key combination in the relevant edit box. The key combination must include Shift and/or Alt + any other key (the Ctrl key is not supported). The key combination should be unique and not used by the shared application. 1 In the Application Options window, click the Application Sharing tab. 2 In the Start/Stop Dashboard Focus Hot Key text box, enter the shortcut key combination that you wish to use for setting focus on the dashboard. Note: The shortcut key combination must include the Shift and/or Alt and any other keys. The Ctrl key is not supported. In addition, if you use a specific combination in other applications that you might want to share during a live session, you should not apply this combination as the shortcut key. 3 Click OK. Display the Application Sharing Dashboard The presenter can determine whether the Application Sharing Dashboard is displayed or not when sharing an application. This option is particularly relevant for applications that do not have a title bar. When sharing these types of application, the Dashboard is displayed in the top right corner of the application window itself, obscuring some of the window s contents and displaying a gray box to participants. The minimizing of the Dashboard may provide a temporary solution, but it is recommended to set the Dashboard not to be displayed to maximize the participants experience of the shared application. To define whether the Application Sharing Dashboard is displayed: 1 In the displayed Application Options window, click the Application Sharing tab. 2 In the Other section, deselect the Display Dashboard when sharing an application checkbox if you do not want to display the Dashboard. AT&T Connect Participant Application User Guide 89

91 The setting is stored in the registry and remembered in subsequent sessions. Changing the setting takes effect immediately; it can be changed while an application sharing session is in progress, and immediately affects the display (or hiding) of the Dashboard on the shared application window. Opening the Participant Window in Enlarged Mode You can define the Participant window to open automatically in Enlarged mode whenever an application sharing session is launched. To define the Participant window to open in Enlarged mode: 1 In the displayed Application Options window, click the Application Sharing tab. 2 In the Other section, select the Enlarge Whiteboard when viewing a shared application checkbox. The next time an application is shared, the Participant window is automatically expanded to the Enlarged mode. AT&T Connect Participant Application User Guide 90

92 Chapter 7 Participating in a Video Conference AT&T Connect provides multi-point control video conferencing capabilities, which bring together conference rooms with a LAN-connection, and desktops with remote employees and external partners. To activate video during meetings, no special scheduling or IT preparations are required. Video is automatically activated once the host has the privilege of activating video in the meetings. Figure 60 My Video Button During meetings, if video is allowed, users with a webcam can start transmitting their video at any time. If all the video windows are busy by other users, a relevant message is prompted to the user. Scenarios for using video are numerous. Examples include: Seminars or webcasts, where one person talks and all others listen Working meetings that include whiteboard, application sharing and video Job interviews Meetings between two or three conference rooms Displaying physical parts to people who are long-distance Note: If you are using the Web Participant Application or mobile application, you cannot transmit or view the video of other participants. Note: If you are recording the conference either locally or on the server, the recording does not include video. For more information on recording meetings, see Working with Recordings. For Hosts and Presenters This section describes what you are responsible for in a video conference, as a host or presenter. AT&T Connect Participant Application User Guide 91

93 Enabling or Disabling Video during a Meeting As a meeting host or presenter, you can control the video options from within a meeting. For example, if video was disabled for a meeting, you can decide any time during the meeting that you want to enable it. To enable or disable video: 1 Click Event Settings from the Event menu to open the Event Settings window. Figure 61 Event Settings Window 2 Check or uncheck Allow participants to use video. 3 Click OK. Defining Video Layout and Resolution You can choose the way you want the video to appear on the participants screens. The display options are: All Same Size Picture-in-Picture One Video Only (with or without Follow Presenter ) AT&T Connect Participant Application User Guide 92

94 All Same Size In the All Same Size layout, participants view live-stream video of multiple participants in video windows of the same size. This layout is recommended for use in interactive meetings, when most participants are expected to share information. For example, this layout is useful for brainstorming sessions and business meetings with customers. Figure 62 All Same Size Layout Picture in Picture The Picture in Picture layout is useful in one-on-one video meetings. The local user views his or her image in the small window, and the remote user views the image in the large window. A toggle button lets you switch between the large and small windows. See Toggling between Small and Large Windows (Picture in Picture Layout). Figure 63 Picture in Picture Layout The Picture-in-Picture layout is also useful for transmitting video between two conference rooms. AT&T Connect Participant Application User Guide 93

95 Figure 64 Picture in Picture Layout between Conference Rooms One Video Only In the One Video Only layout, one participant broadcasts a single video endpoint to all other participants in the meeting (possible in All Same Size layout only). The presenter can select the Follow Presenter option to always display the current presenter, who can be replaced by passing the presenting rights. This layout is ideal for classroom training, instructional meetings and Web seminars, where there is one primary speaker and limited interaction from the other participants. Presenters can also demonstrate physical equipment and processes in real-time, addressing questions as they arise. One Video Only layout is also useful for transmitting video between a conference room to one or many long distance participants. AT&T Connect Participant Application User Guide 94

96 To define the video layout: Figure 65 One Video Only Layout 1 Click Video Layouts from the Audio/Video menu to open the Video Layouts window. Figure 66 Video Layouts Window AT&T Connect Participant Application User Guide 95

97 2 Select the layout you want to use. Choose from All Same Size, Picture in Picture or One Video Only. 3 Select the resolution of the video window according to the possibilities in the table below. Choose from Small, Medium or Large. If sharing data and video, it is recommended to select the small windows. Note: The layouts with large bandwidth consumption are not available to all users by default, but only to organizations that enhanced their service to accommodate these layouts. Table 14 Video Window Resolution Layout Small 176w x 144h Medium 352w x 288h (CIF) Large 640w x 480h (VGA) All Same Size (Not available by default) (Not applicable) Picture in Picture One Video Only (Not applicable) (Not available by default) (Not available by default) You can see a preview of the layout and its size in the Preview box. 4 Check Follow Presenter to always display the current presenter (if the current presenter has a webcam!). Presenters can be replaced by passing the presenting rights. This option is for One Video Only layout and meetings only. 5 Press Save. Participating in a Conference The following section explains everything you need to know about participating in a video conference. Testing your Webcam Once your webcam is connected to your PC, you need to prepare for video conferencing by testing your webcam. Make sure your webcam is closed before you perform the following steps. Note: If you have more than one webcam connected to your computer, you can first choose the webcam you wish to use and then proceed to test it. AT&T Connect Participant Application User Guide 96

98 To test your webcam: 1 Select Test my Webcam from the Audio/Video menu to open the Application Options window. Figure 67 Test your Webcam 2 In the Application Options window, click the Video tab. AT&T Connect Participant Application User Guide 97

99 Figure 68 Video Tab in Application Options Window 3 Choose the video capture device you want to use from the drop-down menu (in case you have more than one). 4 Press Webcam Settings to open the Camera Settings dialog box for defining your webcam settings, such as brightness, contrast and saturation. An example of a source dialog box is displayed below (the settings window is different for each webcam). AT&T Connect Participant Application User Guide 98

100 Figure 69 Camera Settings Dialog Box 5 After defining your settings, click OK to return to the Application Options dialog box. 6 Press the Test my Webcam button to check your video transmission. Figure 70 Test My Webcam 7 Click OK and you are ready to start your video conference. AT&T Connect Participant Application User Guide 99

101 Participants List When you connect to a video conference, you see a webcam icon next to your name in the Participants list. You can also see other users who have a webcam connected. The webcam icon is enabled when users are transmitting video ( ), and appears disabled when there is no video transmission ( ). Figure 71 Webcam Icons in Participants Window Starting or Stopping Video Transmission If you have a webcam, you can start transmitting video using the tool menu or toolbar option. To start transmitting video: Click the My Video button on the toolbar. or Select Start Sending My Video from the Audio/Video menu. AT&T Connect Participant Application User Guide 100

102 Figure 72 Start Sending My Video Command Your video window opens and starts transmitting video. To stop transmitting video: Release the My Video button on the toolbar. or Select Stop Sending My Video from the Audio/Video menu. or Select Stop Sending My Video from the Video menu on the video pane. or Figure 73 Stop Sending My Video Command AT&T Connect Participant Application User Guide 101

103 Press the Close button in the top-right of the video panel or in the bottom of the video window, or select Close from the Video menu to close the window and stop transmission. or Uncheck Video from the View menu. Figure 74 Video Option in View Menu For Hosts or Presenters A host or presenter can stop the video transmission of a specific participant at any time during a meeting. To stop video transmission of a participant: Click the Close button or in the upper-right corner of the video you want to close. AT&T Connect Participant Application User Guide 102

104 From the Video menu, click the participant whose video you want to close and from the menu, click Stop Video. Figure 75 Stop Video Changing the Video Pane Position For your convenience, you can attach (dock) the video pane in three locations in your window top, left or bottom. You can then drag the video pane to different locations in your window. To dock the video pane manually: Drag the video pane to the left, top or bottom of the window. The video pane attaches to the desired position. or Double-click the pane s caption. The video pane attaches to the last docking position or to the left side (default). To dock the video pane via the Video menu: 1 Select Attach from the Video menu. AT&T Connect Participant Application User Guide 103

105 Figure 76 Attach Menu 2 Select Left, Top or Bottom from the side menu. The video pane docks to the desired position. To float the video pane manually: Double-click the Video pane title bar and drag the Video pane to the desired location. or Hover your mouse over the Video pane until your cursor changes its shape and then drag the Video pane to the desired location. or From the Video menu select Move and then use the keyboard arrow keys to move the video menu to the desired location. To float (detach) the video pane via the Video menu: 1 If the video pane is docked, select Detach from the Video menu. 2 Drag the video pane to any location you wish. Note: Selecting the Attach menu changes the video pane mode from floating to docked, and selecting the Detach menu, changes the pane mode from docked to floating. Changing the Video Pane View When using the All Same Size layout and in Floating mode, you can change the video pane view from Horizontal to Vertical to Grid. AT&T Connect Participant Application User Guide 104

106 Figure 77 Grid View Figure 78 Horizontal View Figure 79 Vertical View AT&T Connect Participant Application User Guide 105

107 To change the video pane view: 1 Select View from the Video menu. 2 Select Horizontal, Vertical or Grid from the side menu and the video pane is displayed in the desired view. or Figure 80 Video View Menu Click the Switch view buttons in the top-right of the video panel (to the left of the button) and choose from the options in the table below. Table 15 Switch View Button Options Switch View Button Operation Switches from Horizontal to Vertical Switch from Vertical to Grid Switches from Grid to Horizontal Viewing Full Window You can choose to view a specific participant in full window. To view in full window: Hover your mouse over the lower-left part of the video window to see the action buttons and press the button with the arrow pointing up to view the full window. or AT&T Connect Participant Application User Guide 106

108 From the Video menu, click the participant s name and then click View Full Screen from the menu. To view the window in the original size: Hover your mouse over the lower-left part of the video window to see the action buttons, and press the button with the arrow pointing down. or Press the Esc key. Toggling between Small and Large Windows (Picture in Picture Layout) In the Picture in Picture layout, the local user s image appears in the small window, and the remote user s image appears in the large window. You can switch to see yourself in the big window and the remote user in the small window. To switch between large and small window: 1 Hover your mouse over the lower-left part of the video window to see the action buttons. 2 Press the button with two arrows to switch between the large and small windows. or From the Video menu, select Switch Pictures. Pausing and Resuming Video Transmission You can temporarily stop video transmission and go into the paused mode. Then, whenever you choose, you can resume the transmission. Note: If you step out of the meeting, your video also goes in the paused mode. For more information about stepping out of a conference, see Stepping out of a Conference. To pause video transmission: Hover your mouse over the video window to see the buttons at the bottom of the window and press the pause button. Your window goes into Paused mode. or From the Video menu, click your name and then click Pause Video from the menu. AT&T Connect Participant Application User Guide 107

109 Figure 81 Video Window Buttons Figure 82 Paused Mode To resume video transmission after pausing: Press the button with the arrow pointing to the right or to resume transmission. From the Video menu, click your name and then click Resume Video from the menu. Enhanced Video Options If the Administrator gives permission, hosts and presenters can set the size and control the maximum output bit rate for each video window. To set the resolution of the Video window: 1 Choose Small, Medium or Large in the Size box of the Video Layouts window. 2 Press Save. If sharing data and video, it is recommended to select the small windows. AT&T Connect Participant Application User Guide 108

110 Note: The layouts with large bandwidth consumption are not available to all users by default, but only to organizations that enhanced their service to accommodate these layouts. To control the bitrate: Choose the maximum allowed transmitted bit rate for each video window in the lower part of the Video Layouts window. You can choose from 64, 128, 256, or 512 kbps. Figure 83 Bitrate Control Option AT&T Connect Participant Application User Guide 109

111 Working with Recordings Chapter 8 This section describes how to work with the Participant Application recording feature for recording meetings locally on your desktop and playing back recorded meetings. Note: For information on converting AT&T Connect recordings (VCM or VCR) to a standard format, see the AT&T Connect Recording Converter User Guide. 45BRecording a Conference Locally You can record a live meeting on your desktop while you are connected to the meeting (even if you are using a telephone) and play back the recording when you are disconnected. Note: The Recording menu commands are disabled if the meeting host prohibited local recording when the meeting was created. The server-side recording may also be unavailable if it was not enabled in the host account. This section describes how to make and save a recording of a live meeting. To make a recording: 1 From the Recording menu, select Start/Resume Audio and Web recording on Desktop. Figure 84 Start Recording on your Desktop 2 When the conference begins recording, all users get a notification message. This is relevant for local recordings and on servers. AT&T Connect Participant Application User Guide 110

112 Figure 84 Recording Notification 3 For users with phones, if a conference is being recorded, when users connect to the conference via phone, they hear the following message, This conference is being recorded. Otherwise they hear nothing. To stop a recording: From the Recording menu, select Stop/Pause Audio and Web recording on Desktop. When the last recording in a conference stops, all users get notification that the recording has stopped. To save the recording: Figure 85 Stop Recording Notification 1 From the Recording menu, select Save Local Recording 2 In the displayed Save As window, choose a name and location for the recording session file (*.vcr) and click Save. Playing back a Local Recording To play back a recording saved on your computer: 1 Open the Participant Application and select Playback Event Recording.from the Event menu. 2 Browse to the relevant file (in either.vcr or.vcm format) and click Open. Playback of the recording begins. Participant Window during Playback The Participant Application has a number of different features during the offline playback of a recording, as shown below. AT&T Connect Participant Application User Guide 111

113 Figure 86 Participant Window during Playback The Status Panel indicates playback of a recorded meeting. The right-hand pane contains the Playback tab, which contains playback controls and a contents list for the recorded meeting. Tip: To display the Participants list, go to the View menu and select Participants list. Note: When first playing back the recording, Playing Recorded Event is displayed in the Status Panel. When someone is speaking during the recording, Listening is displayed. In addition, the name of the person speaking is displayed. The meeting name is displayed in the application title bar if included in the recording. AT&T Connect Participant Application User Guide 112

114 Playback Controls The Playback controls replace the regular toolbar during playback of a recording (although the full-screen icons remain). Figure 87 Playback Controls The following control buttons let you control the recording: Note: The Stop button takes you to the beginning of the recording. The Index buttons let you easily navigate through the slides in a recording. These buttons can be used while playing the recording, with no need to stop or pause. Use the Index Forward button to move one slide forward in the recording and the Index Backward button to move one slide backward. Tip: The slider located below the playback controls can also be used for navigation (though you must stop or pause first). AT&T Connect Participant Application User Guide 113

115 Closing the Recording Click the Close button in the upper-right corner of the Participant window, or from the Event menu select Exit to close the recording. Reviewing the Recording Contents The Playback tab displays the contents of the meeting recording. You can jump to any of the displayed files by clicking the relevant file. For example, if you want to review a section of application sharing that you experienced, click the relevant section in listed contents (indicated by the application sharing icon ). The description in the Type column and the icon in the Content column indicate the type of content. Note: Polls that were visible when the meeting was recorded will also be visible when the recording is played back: they will be displayed during playback in the same way that they appeared when they were originally recorded. However, tests and surveys will not be displayed when the recording is played back. You can also search the contents of the recording for a file name or text, as described in the following procedure. To search the recording: 1 In the Playback tab, click Search Recording. 2 Enter the relevant file name or text and click Find Next. The first file that meets your search criteria is automatically loaded. This option is only available when the recording is stopped or paused. Playing back a Server-side Recording To play back a server-side recording, just click the recording link in the message that the host sent to you. AT&T Connect Participant Application User Guide 114

116 Figure 88 with Recording Link AT&T Connect Participant Application User Guide 115

117 Chapter 9 Features for Hosts and Presenters This chapter describes additional AT&T Connect features for hosts and presenters not included in previous chapters. Managing Participants in the Hands Raised List Participants who have raised their hand to catch the host/presenter s attention are automatically placed in a list. This list is accessible to the host/presenter upon clicking the arrow displayed automatically alongside the Hands Raised icon, as shown below. Figure 89 Number of Raised Hands From this list, the host/presenter can decide with which participant to perform a variety of actions, such as start a conversation or give remote control over an application. The participants are listed in the order in which they raised their hand. This can be especially useful in large meetings when the presenter is unsure of the order in which participants raised their hands. Figure 90 List of Raised Hands Note: Participants attempting to gain the presenter s attention by clicking repeatedly on the Hands Raised toolbar button will automatically be removed from the list when they lower their hand, then added to the end of the list when raising their hand again. AT&T Connect Participant Application User Guide 116

118 Playing Entry and Exit Tones Entry and exit tones can be played for all users when a participant using a voice device enters and leaves a conference. When a participant joins the conference One beep is heard, and two beeps are heard when the participant leaves. If the host gets permission from the System Administrator to use entry and exit tones, the host can set this option before or during the conference. To set entry and exit tones before the conference: Dial in to your conference and change the future settings. To set entry and exit tones during the conference: 1 Click Event Settings from the Event menu to open the Event Settings dialog box. 2 Check the Play entry/exit tones checkbox in the Policy section of the dialog box. Figure 91 Event Settings for Entry/Exit Tones Note: When connecting with a PC without an audio device, a tone is not heard. Changing this setting from the Event Settings window is saved only for the current session. AT&T Connect Participant Application User Guide 117

119 Starting without Host If the System Administration allows, the host can determine whether or not a meeting can start without him/her. To allow the meeting to start without the Host: Dial in to your conference and change the future setting. Continuing without Host Typically, conference calls end automatically when the host disconnects. However, if the System Administration allows, the host can determine whether or not the meeting will continue after his/her departure, and until the last participant disconnects. The host can set this option before or during the meeting. To configure the meeting to continue without the Host before the meeting begins: Dial in to your conference and change the future settings. To configure the meeting to continue without the host during the meeting (is used only for the current meeting): Check the Continue Without Host checkbox from the Event menu. Muting and Unmuting All Participants The host or presenter can mute and unmute all participants any time during a meeting. This feature is relevant for meetings and in Voice Activated mode (not in Broadcast mode). To mute and unmute all Participants: 1 Click the arrow in the Participants menu to open the drop-down list. AT&T Connect Participant Application User Guide 118

120 Figure 92 Participants Menu 2 Click Mute All or Unmute All in the Participants menu. or Use DTMF signaling: *78 for Mute All and *70 for Unmute All. or From the Participants menu, click Actions on All>Mute All or UnMute All. The muting icon appears next to the names of the muted participants. Muting and Locking Participants The host or presenter can mute and lock the microphone of a selected participant. This participant will not be able to speak until the host unlocks his or her microphone. (In Broadcast mode, all users are in the muted and locked state except for the broadcast group.) To mute and lock participants: 1 Right-click the name of the participant whose microphone you want to mute and lock. AT&T Connect Participant Application User Guide 119

121 Figure 93 Participant Menu 2 Select Mute and Lock from the list of actions. or From the Participants menu, select Actions on + participant s name/mute or Unmute. Inviting by Phone and Dialing Out The presenter can have AT&T Connect dial a number to establish an audio stream for the meeting. For example: To invite someone to participate in the meeting using their phone. To establish an audio link for an existing participant that joined using their computer, but not their phone. Use the Invite by Phone and Dial Out options to initiate a phone link to the meeting. Note: Invite by Phone and Dial Out to participant may not be enabled in all systems. Check with your system administrator. To use Invite by Phone and Dial Out to start a participant audio stream: 1 Do one of the following: To invite a new participant, in the Participants main menu, select Event> Invite Others by Phone. or AT&T Connect Participant Application User Guide 120

122 Press the Participant s button in the bottom of the Participants tab and select Invite Others by Phone. For an existing participant, right-click a participant in the Participants list who does not have an audio stream and choose Dial Out to Participant. The Dial Out window appears. or From the Participants menu, select Actions on + participant s name>dial Out to Participant. Figure 94 Dial Out Dialog Box 2 Enter the phone number to dial, and click OK. AT&T Connect calls the number and prompts the speaker to join the meeting. If the user accepts, their audio is automatically linked to the selected participant. Initiating Questions, Polls and Surveys As a host or presenter, you can initiate open-ended questions, polls and surveys. You can also share the response statistics with all the participants. For information on how the participants answer these questions, polls and surveys, see Responding to Presenter s Questions, Polls and Surveys. When you initiate a poll, you can have the participants respond with Yes or No, or OK. To initiate a Yes/No or OK poll: 1 After prompting the meeting attendees with a verbal question, click the Polls tab, as shown below. AT&T Connect Participant Application User Guide 121

123 Figure 95 Polls Tab 2 Click the Yes/No button or the OK button, according to the type of response you require from the other participants. 3 A User Responses window is displayed, providing you with a live summary of user responses. Note: A Respond to Poll window is also displayed: you can choose to respond, or ignore by closing the window. Figure 96 User Responses Window AT&T Connect Participant Application User Guide 122

124 The User Responses window indicates the following: Participants that refused to respond or did not send a response are included in the Did not respond value. The response values for each question are updated in real time. The total number includes participants that have stepped out and those who were disconnected. 4 You can also view individual responses in the Participants list (Yes=Y, No=N, OK=OK): Figure 97 User Responses in Participants List Note: These responses are only visible to the presenter and are NOT displayed to any other participant. To clear these responses from the Participants list: from the, select Clear/Responses or Clear/All (which clears all emoticons, responses and load indicators). 5 To cancel or stop the poll, click the same button as in Step 2. Poll in Progress is displayed alongside the polling buttons until you click the relevant button. 6 You can also choose to share the responses displayed in the User Responses window, by clicking the Share button, as described in Sharing Response Statistics. Initiating Single On-the-fly Questions This section describes how to initiate a single on-the-fly question, which can be free text (requiring participants to enter text), yes/no or multiple choice. To initiate a single question on-the-fly : 1 From the Polls tab, click the Open Question button. The Prepare a Question window is displayed. AT&T Connect Participant Application User Guide 123

125 Figure 98 Prepare a Question Window 2 Select from one of the following: Yes/No: After clicking OK, the Yes/No Question window is displayed. In the Title box enter the question name, in the Question box enter the question, and in the Correct Answer box, select Y or N. Figure 99 Yes /No Question Window Multiple Choice: After clicking OK, the Multiple Choice Question window is displayed. In the Title box enter the question name, in the Question box enter the question, and in the Answers boxes, enter the answers (there can be 2-5 choices). Note that to use choices 3, 4 and 5, you must select the relevant checkboxes on the left. In the Correct Answer box, select 1, 2, 3, 4 or 5. AT&T Connect Participant Application User Guide 124

126 Figure 100 Multiple Choice Question Window Free Text: After clicking OK, the Free Text Question window is displayed. In the Title box enter the question name, in the Question box enter the question, and in the Correct Answer box enter the correct answer. AT&T Connect Participant Application User Guide 125

127 Figure 101 Free Text Question Window 3 Click Send. The question is immediately displayed to participants and the User Responses window is displayed, from which you can monitor the responses. Sharing Response Statistics You can share the responses statistics with all the participants and even save the shared statistics (and subsequently add it to Event Materials for later use). The shared results are displayed on all participants whiteboards. You can also redisplay the previous response statistics (accessed from the View menu). To share response statistics: In the User Responses window, click Share. Note that you can share the response statistics at any time. The response statistics are displayed on all participants whiteboards. To save the response statistics: After clicking Share, and making sure the response statistics are displayed on your whiteboard, select Whiteboard>Save Whiteboard Content. In the displayed Save as window, name the file and save it in the required location. AT&T Connect Participant Application User Guide 126

128 Performing a Web Tour During a meeting, if you have been granted presenting rights, you can conduct a Web Tour, which enables you to lead participants through a series of websites or other HTML pages. This is performed via the Web Tab in the Participant Application window. Figure 102 Web Tab There are two modes of operation for conducting your Web Tour: Allow annotations: Enables you to add annotations to the displayed page. You cannot navigate the page, either through links on the page itself or via the scroll bars and Page Up/Page Down keys. Follow links when clicked: Enables you to navigate the links included on an HTML page. Annotations cannot be added in this mode. To perform a Web Tour: 1 From the Web tab in the Participant Application window, type in the URL of the website you want to load and click Go or Type in the URL and press Enter, The page is displayed on the whiteboard. 2 Select the mode you want to implement for this page. If you select the Allow annotations mode, use the Drawing toolbox to write, draw and highlight items on the displayed page. Note that you cannot navigate any of the links included in the page. AT&T Connect Participant Application User Guide 127

129 If you select the Follow links when clicked mode, navigate any of the links displayed on the page. You can also use the scroll bars and Page Up/Page Down keys, as well as the Forward and Backward buttons on the Web tab. Note that when selecting this mode, any annotations previously added to the HTML page are removed. Tip: Click the X button to abort the loading of a page. This button may be disabled if a browser other than Internet Explorer is used. Using a Billing Identifier (Optional) When joining a conference (meeting) as a host, your account may have been set up with a billing identifier (ID). This optional billing ID lets you track conference call expenses for projects or clients. If your account was configured to prompt for a billing identifier, you are prompted to provide the billing ID when you join the conference, either by phone or PC. By phone, you enter the billing ID via touchtone characters followed by a pound sign (#), and by PC via the Billing Identifier dialog box displayed below. Figure 103 Billing Identifier Dialog The billing identifier can be up to 20 alpha-numeric characters and a valid character set includes all characters with the exception of the following: Pipe ( ) Right and left square bracket ([ ]) Right and left squiggly bracket ({ }) Circumflex aka caret (^) Tab Ctrl characters AT&T Connect Participant Application User Guide 128

130 Using a Security Code An optional code lets the host secure his/her meetings. If the host account is set up with a security code, the host will be prompted to provide the security code to join the conference. The host can provide the security code from a phone or PC. All participants connected with the PC will be prompted to enter the security code. Participants using a previous version of the Participant Application (v.8.5) will be asked to upgrade their application. Figure 104 Meeting Security Code Window Recording a Conference on the Server There are two types of server-side recordings: audio-only recordings, and audio and Web recordings. A host/presenter can start, stop, pause and resume the recordings on the server from the Participant Application. The host can then access the recordings and send them to users for easy playback. For more information on viewing the list of recordings and sending them to users, see the AT&T Connect myat&t User Guide. Note: These recordings are available if enabled on the host account. To start/resume and stop/pause a server-side audio and Web recording: 1 Select Start/Resume Audio and Web recording on server from the Recording menu. Figure 105 Server-side Audio and Web Recording AT&T Connect Participant Application User Guide 129

131 2 To stop/pause a recording, select Stop/Pause Audio and Web Recording on Server from the Recording menu. To start/resume and stop/pause server-side audio recording: 1 Select Start/Resume Audio-only Recording on Server from the Recording menu. Figure 106 Server-side Audio-only Recording 2 To stop recording, select Stop/Pause Audio-only Recording on Server from the Recording menu. Changing the Conference Name Since hosts can send participants a link to recorded conferences from the myat&t application, it is recommended to customize the conference name for tracking purposes. (By default, all reservationless conferences have the same name: host s first name+last name+meetingroom number.) The host can change the meeting name from the Event menu, or the host will be prompted when starting an audio and Web server-side recording (if the conference name was not already changed). To change the conference name from the Event menu: 1 Select Edit Event Name from the Event menu. AT&T Connect Participant Application User Guide 130

132 Figure 107 Edit Event Name 2 Enter the new conference name in the Event Name dialog box and press OK. Figure 108 Event Name Dialog Box To change the conference name when starting a recording: 1 If you have not changed the conference name, select Start/Resume audio and Web recording on server from the Recording menu. A message is displayed asking if you want to change the name. 2 Press Yes, enter the new name in the Event Name dialog box and press OK. Playing back Audio and Web Server-side Recordings Hosts play back audio and Web server-side recordings from their myat&t application. For more information, see the AT&T Connect myat&t User Guide. AT&T Connect Participant Application User Guide 131

133 Ending a Conference The host or presenter can decide at anytime to end the meeting. To end the conference: Select End Meeting from the Event menu. The conference is terminated immediately and all users are disconnected. Figure 109 End Meeting AT&T Connect Participant Application User Guide 132

134 11BAdvanced Participant Options 65BOverview Chapter 10 This chapter describes additional AT&T Connect options not included in previous chapters. The Application Options window, accessed from the Event menu in the Participant Application menu bar, includes a wide range of options that enable you to modify how you work with the Participant Application. This section describes the more advanced of these options; to ensure compatibility with your organization s network settings, and maximize the performance of the Participant Application. Note: The values for non-connection type parameters updated only take effect the next time the Participant Application is run. If the Participant Application is already running, you need to close it and run it again. To access the Application Options window: From the Event menu, select Options. The Application Options window is displayed. Note: As this section only details a number of more advanced options, not all Application Options tabs are described here. Refer to other sections to view all tabs and options. 66BDefining the User Interface Language You can specify the user interface language in the Others tab. The direction of text in the application is defined by the language selected from the Language dropdown list. AT&T Connect Participant Application User Guide 133

135 Figure 110 Others Tab AT&T Connect Participant Application User Guide 134

136 Defining Connection Protocol and Proxy Settings The Network tab contains the following Connection Protocol options and Proxy Server settings. Connection Protocol Figure 111 Network Tab Select one of the following: UDP + TCP no tunneling. Participant Application uses UDP and TCP. TCP Only TCP only. Tunneling selected by default. Enhanced tunneling option that can also be used if the TCP Only option failed and your environment supports SSL. AT&T Connect Participant Application User Guide 135

137 Proxy Server Settings Select one of the following: No proxy server users exit the firewall without going through a Web proxy server. Use proxy settings of Web browser the Participant Application takes the Web proxy settings of the default browser to automatically locate the Web proxy server on the network. Manual proxy settings enable the Address and Port fields. Enter the IP address and port number for the Web proxy server. You can obtain these parameters from your system administrator. Defining Server Settings The Servers tab contains options in setting up Intelligent Server Selection (ISS) for the Participant Application. Figure 112 Servers Tab AT&T Connect Participant Application User Guide 136

138 Intelligent Server Selection Select one of the following scan types: Full scan all servers to find the BEST performer Fast scan until a GOOD server is found Full scan, first time only Display Scan Results Select either a Basic or Detailed display of server data. Erase Prior Scan History Clicking the Erase Prior Scan History button erases the data from previous scan operations. Defining Audio/Sound Settings This section describes how to define your audio and sound settings for live meetings, for meetings which allow using audio-over-computer. Define Sound Settings via Audio Setup Wizard You can define suitable sound settings for your microphone and speakers (or headset) during a meeting. These settings are not relevant if you intend to enter a meeting with your microphone and speakers or headset. To change your sound settings: 1 From the Audio/Video menu, select Audio Setup Wizard. You are automatically disconnected from the meeting (if connected) and the Audio Setup Wizard is displayed. AT&T Connect Participant Application User Guide 137

139 Figure 113 Audio Setup Wizard Step 1 Note: Before continuing with the wizard, close all other programs that play or record sound. You should also ensure that your speakers and microphone (or headset) are plugged in and switched on. 2 Click Next. In the displayed window, click the arrow button and set your volume level by adjusting the slider in the Speaker Volume area. AT&T Connect Participant Application User Guide 138

140 Figure 114 Audio Setup Wizard Step 2 3 Click Next. You can record a test message, up to 15 seconds long, to check how you sound to others. Figure 115 Audio Setup Wizard Step 3 AT&T Connect Participant Application User Guide 139

141 Tip: If you feel that the input level from your microphone is too low, check the Mic boost option. This option is not displayed if your sound card does not support it. 4 Click Next. You have successfully completed the wizard. Figure 116 Audio Setup Wizard Step 4 5 Click Finish to save the settings you defined during the previous steps. You are automatically reconnected to the meeting you were in before you ran the Audio Setup Wizard. Note: You can access this wizard at any time during a meeting (unless you are using a telephone). AT&T Connect Participant Application User Guide 140

142 12BLog Submission Utility (LSU) Chapter 11 This chapter describes the Log Submission Utility, which is an application installed with the Participant Application. The Log Submission Utility allows sending logs and other AT&T Connect data to the AT&T Customer Support team. This data helps the AT&T Customer Support team to analyze problems with the product on your environment, and helps to improve our products in future versions. 70BLSU Activation The LSU can be activated automatically or manually. If you experience problems with any of the AT&T Connect products, you can manually send a report. 136BAutomatic Activation In some cases, when the Participant Application encounters a problem, the LSU will automatically pop up, asking you to send the report. Note: The data is sent to the AT&T Customer Support team only after you press the Send Report button. 137BManual Activation To activate the LSU manually: The LSU can be activated in one of the following ways: From the Start menu, click Start>All Programs>AT&T Connect>Log Submission Utility. From the Participant Application, click the Help menu>report a Problem. 71BUsing the LSU In automatic or manual activation, the following dialog box appears: AT&T Connect Participant Application User Guide 141

143 Figure 117 Report a Problem Sending a Report To send a report: 1 Write a description of the steps you took before the problem occurred to help the AT&T support team analyze the problem (optional). 2 Write a detailed description of the problem. 3 Click Send Report. Report ID The Report ID displayed at the bottom of the dialog is a random number that identifies your reports (this is the same number for all the reports you send). You need this number when contacting the Support team about your problem after sending the report. You can do one of the following when asked for this number: Double-click the number to open an message that is addressed to Customer Support with your Report ID. You can add additional details in the message before sending. AT&T Connect Participant Application User Guide 142

144 Re-open the Log Submission Utility (as explained above) and provide Customer Support with your Report ID. Select your Report ID (using your mouse) and copy-paste it to any other document you write. When the Send Operation Fails If the automated log submission failed, the LSU automatically copies a file to your desktop and issues the following Do the following: Figure 118 of Log Submission Failure 1 Attach the file located on your desktop to the message. Note: The LSU displays the name of the file that you need to attach in the message body. 2 Click Send. 3 After sending the mail with the attachment, you can delete the file from your desktop. AT&T Connect Participant Application User Guide 143

145 Reviewing the Collected Data (Optional) To review the collected data before sending: 1 In the main dialog box, click Click here to view related information from the log file to display the following dialog: Figure 119 Dialog for Reviewing Data 2 Click View related information from log files. Figure 120 Data Collecting Status Note: Windows Explorer will be opened automatically upon completion. 3 Review the files. AT&T Connect Participant Application User Guide 144

146 Appendix A: Glossary of Terms This section describes common terms that you may encounter as a participant: Application sharing A feature that lets participants view the presenter s real-time interaction with a live application. Audio Conferencing Enables the use of standard telephones as audio devices in AT&T Connect meetings. Users can route meeting audio through a standard telephone line or through their computer s headset and microphone. Communications Center The AT&T Connect Communications Center (ACC) is the gateway to your organization s online meetings and training programs. Emoticon Participants can express their emotions graphically using a range of emoticons. All emoticons are easily accessible from the toolbar, while each emoticon selected is displayed to all other meeting participants and presenters (alongside the participant s name in the Participants list). Event A term for meetings and conferences. Event Materials Material that can range from an individual PowerPoint slide to a combination of a complete PowerPoint presentation, pre-recorded audio or video segments, HTML links, image files, Office and other types of documents. Host The meeting host. The host is often the presenter by default when the meeting begins. The host can take back presentation rights at any time in the meeting. Meeting Room AT&T Connect Participant Application User Guide 145

147 A personal Meeting Room that is always on. There is no need to schedule Meeting Room sessions as with other Communications Center meetings; all that is required is a personal Meeting Room ID, which is used by Meeting hosts to access their Meeting Room at any time - and can easily be forwarded (via or telephone) to others on any number of occasions. myat&t An application installed with the Participant Application (and with its own desktop icon) that enables access to Meeting Rooms and Communications Centers, as well as other Communications Center meetings. Presenter The presenter is any participant who currently has control of a meeting using the Presenting Rights. The first participant to enter the meeting is automatically assigned Presenting Rights (not applicable to Phone-only users). Voice Activated Meetings Set by the presenter, this mode enables participants who want to speak to start speaking simultaneously at any point during the meeting. Entry and exit from the speaking mode is automatic. Whiteboard A resizable workspace on the computer screen that functions similar to a blackboard in a conventional classroom. The whiteboard can be used live to load pre-prepared materials and pointer and drawing tools can be used to emphasize various elements in a meeting. AT&T Connect Participant Application User Guide 146

148 Appendix B: Accessibility Information The AT&T Connect Participant Application is compliant with Section 508 of the US Rehabilitation Act. This section provides information on the features that make the Participant Application more accessible for people with disabilities. Keyboard Accessibility All actions in the Participant Application are keyboard-accessible. From the main menu you can either directly activate most of the actions in the application or move the keyboard focus to the relevant section of the application and then activate the relevant action from there. All menu commands can be accessed via the keyboard by pressing the ALT key, then pressing the first letter of the required menu s name, or the underlined letter. You then navigate to the required command on that menu by using the up/down arrow keys or typing the first character of the command s caption, or the underlined letter. To set the keyboard focus on any of the main sections of the application (such as the Participants tab, Notes tab, and so on): 1 From the View menu, select Go to. AT&T Connect Participant Application User Guide 147

149 Figure 121 Go to Menu 2 From the Go to menu, select the desired section of the application (Participants Tab, Notes Tab, Materials Tab, App Sharing Tab, Web Tab, Polls Tab, Video Window, or Whiteboard). Figure 122 Sections of the Application Once the keyboard focus is set on the desired section, you can perform tab navigation within the section. Each Go to option also has a keyboard shortcut. To see the full list of keyboard shortcuts, see Appendix C: Keyboard Shortcuts. Note: To use the whiteboard tools with the keyboard, you can select the relevant whiteboard tool from the Whiteboard menu, then from the View menu select Go to>whiteboard and then use the mouse keys to navigate within the whiteboard. To set the keyboard focus on any of the open dialog boxes: 1 From the View menu, select Switch Dialog Boxes. AT&T Connect Participant Application User Guide 148

150 Figure 123 Switch Dialog Boxes 2 From the list, select the desired dialog box. or Figure 124 List of Dialog Boxes Type ALT+9 to navigate between the open dialog boxes. To set the keyboard focus on the dashboard (during application sharing): 1 From Event menu, select Application Options. 2 In the Application Options dialog box, select the Application Sharing tab. 3 In the Hot Keys section, define a hot key for Start/Stop Dashboard Focus. For more information on how to define hot keys see Defining Application Sharing Settings. AT&T Connect Participant Application User Guide 149

151 Figure 125 Define a Hotkey for Dashboard Focus Once defined, clicking this shortcut during application sharing will set the keyboard focus on the dashboard. Clicking it again will bring the focus back to the shared application. For Presenters Using the Whiteboard For presenters who use the whiteboard for illustrations, shared files and shared applications, it is recommended to clearly explain what is being displayed on the Whiteboard, in order to assist visually impaired participants. Assistive Technology Tools The Participant Application supports Assistive Technology (AT) tools such as screen readers, screen magnifiers, and high contrast settings. AT&T Connect Participant Application User Guide 150

152 Configuration Options for JAWS Screen Reader It is recommended to configure JAWS to use MSAA for listviews with the Participant Application. To set this configuration manually: 1 Open the Participant Application configuration file in JAWS. The name of the file is student.jcf. 2 From the configuration manager window, click the Set options menu and choose Advanced Options. 3 In the Advanced Options dialog box, check the option Rely On MSAA For Listviews and click OK. 4 Save the configuration file. To download the configuration file: 1 Go to 2 Click the link to download the JAWS Configuration file for the myat&t application. 3 The file should be saved under the JAWS settings folder (go to the Windows Start menu>all Programs>JAWS>Explore JAWS>Explore my Settings><Language>). Recommended Configuration and Features The following configurations are recommended for screen reader users Notes Options This configuration will assist screen reader users in receiving and reading notes more efficiently. To configure notes: 1 From the Event menu, select Application Options. 2 In the Application Options dialog box, select the Notes tab. 3 In the Display Notes Tab section, select Inbox Style. 4 In the Display Popup Notes section, select Never. 5 In the Alert when new Note is Received section, select the Always option for Play a sound. AT&T Connect Participant Application User Guide 151

153 Application Sharing Options Figure 126 Accessibility Configurations for Notes Keyboard users can define several hot keys that will assist them during application sharing. For more information, see Defining Application Sharing Settings. AT&T Connect Participant Application User Guide 152

154 Sound Alerts Figure 127 Defining a Hotkey To allow visually impaired users to receive notification of a raised hand or a poll (other than the default visual notification), it is recommended to add sound alerts. To add a sound alert: 1 From the Event menu, select Application Options. 2 In the Application Options dialog box, select the Others tab. 3 In the Sound Alerts section, check the options, When a hand is raised and I m the moderator and When a poll is sent or someone starts a conversation with me. AT&T Connect Participant Application User Guide 153

155 Event Status Figure 128 Sound Alert Options To receive sound alerts for received notes, see Notes Options. Screen reader users can obtain a quick report on the status of the meeting, such as the connection quality, who the speaker is, a recording indication and so on. To get a report: Click ALT+0. or 1 From the Event menu, elect Application Options. 2 Select Event Status. AT&T Connect Participant Application User Guide 154

156 A popup window that summarizes the meeting status is displayed. The text of this dialog can be read by a screen reader. Figure 129 Event Status AT&T Connect Participant Application User Guide 155

157 Appendix C: Keyboard Shortcuts You can carry out commands in the Participant Application using the keyboard instead of the mouse. The application supports standard Windows keyboard navigation shortcuts as well as the following unique keyboard shortcuts. Table 16 Keyboard Shortcuts for the Participant Application Shortcut ALT+0 ALT+1 Event Status Go To Participants Tab Command ALT+2 ALT+3 ALT+4 ALT+5 ALT+6 ALT+7 ALT+8 ALT+9 SHIFT+R Go To Notes Tab/Go To Playback Go To Materials Tab Go To App Sharing Tab Go To Web Tab Go To Polls Tab Go To Whiteboard Go To Video Switch Dialog Boxes Reply to Note (from Notes Tab, Inbox Style) AT&T Connect Participant Application User Guide 156

158 Table 17 Keyboard Shortcuts for Participant Application Online Help Key 1 Display the TOC Function 2 Display the Index 3 Display the Search Tab 4 Go to the previous page 5 Go to the next page 8 Print the current page (equivalent to clicking the Print button in the toolbar frame). 0 Shift the focus to the topic frame (equivalent to clicking within the topic frame AT&T Connect Participant Application User Guide 157

159 Index A Alerts upon receiving notes Application Sharing advanced bandwidth settings definition displaying the Application Sharing Dashboard open in Enlarged mode shortcut key to end Application Sharing Dashboard define to display when sharing an application granting remote control returning to Participant window reviewing Participant feedback Audio Audio Setup Wizard changing your device defining a preferred audio device Mic boost selecting a device Audio Conferencing definition Audio Setup Wizard C Connecting choosing an audio device to Events with your PC D Disconnecting from Events...32, 33 Drawing toolbox clearing the Whiteboard...55 pointing at your display...53 writing on the Whiteboard...53 E Emoticons canceling...40 definition working with...39 Enlarge Participant window...19 Erasing all Whiteboard content...56 Event definition Event Materials definition Event Materials Status Indicator...12 Events changing your audio device...27 choosing an audio device...22 connecting with your PC...21 disconnecting from... 32, 33 Getting Started page...10 reconnecting to... 32, 33 Switch-to-Phone...27 G Getting Started page...10 Glossary I imeeting Events modes...71 AT&T Connect Participant Application User Guide 158

160 Voice Activated mode Inserting files deleting resending L Language for Participant application Loading files on the Whiteboard M Materials pane Meeting Room definition Modes imeeting Event MyAT&T definition N Notes defining settings disabling removing saving sending setting alerts working with Notes tab P Participant application glossary setting up when joining an Event... 7 Participant List Participant pane clearing auxiliary graphics Participant window Enlarged mode...19 modes...19 title bar...11 Playback toolbar Playing back reviewing recording content Presenter definition R Reconnecting to Events... 32, 33 Recording an Event playing back Recordings Playback toolbar reviewing playback content Removing notes...46 Resending inserted files...78 Roles in an imeeting Event...69 S Saving notes...47 Send a note...41 Sharing with the Moderator...60 Shortcut key end Application Sharing...91 Sound settings...12 Status Panel...12 Stepping out...50 Switch-to-Phone changing your audio device...27 AT&T Connect Participant Application User Guide 159

161 T Telephone main connection scenarios Text writing on the Whiteboard Toolbar Tunnel options Proxy server settings V Viewing inserted file properties...78 Voice Activated Events definition W Whiteboard definition erasing all content...56 pointing at your display... 53, 54 writing text on...53 Writing text on the Whiteboard...53 AT&T Connect Participant Application User Guide 160